developmental disabilities program performance report dd ... · 7. approved – project officer has...

Developmental Disabilities Program Performance Report

DD-PPR

Grantee User Guide Administration for Community Living

(ACL) Reporting

Prepared for ACL by ICF: 9300 Lee Highway Fairfax, VA 22031 Contract Number: HHSP233201500181W

Table of Contents I. Introduction ................................................................................................................................... 3

II. ACLReporting Roles and Permissions ....................................................................................... 3 A. Registrar .................................................................................................................................... 3 B. Grantee ...................................................................................................................................... 3 C. Reviewer .................................................................................................................................... 3

III. First Time Users ........................................................................................................................... 4 A. Creating New Accounts by Registrar ......................................................................................... 4 B. Login Instructions with Temporary Password ............................................................................. 9

IV. Active Users Login and Password Changes ............................................................................ 11 A. Log in ....................................................................................................................................... 11 B. Forgot Your Password? ........................................................................................................... 12 C. Change Your Password ........................................................................................................... 16

V. Entering Report Information ...................................................................................................... 18 A. Grantee and Reviewers Dashboard ......................................................................................... 18 B. Saving Information Entered in a Section .................................................................................. 18 C. Error Messages ........................................................................................................................ 20 D. Section 1: Identification ............................................................................................................ 21 E. Section 2: Comprehensive Review and Analysis ..................................................................... 22 F. Section 3: State Plan Implementation ...................................................................................... 23 G. Section 4: State Plan Implementation Progress Report ........................................................... 26 H. Section 5: Council Financial Information .................................................................................. 44 I. Section 6: Measures of Collaboration ...................................................................................... 49

VI. Appendices ................................................................................................................................. 52 A. How to Finalize and Submit Your Report ................................................................................. 52 B. Helpful Tips & Hints for Using ACL Reporting .......................................................................... 54 C. Role Permissions Matrix .......................................................................................................... 61

I. Introduction

ACLReporting is a grantee report management system that allows ACL grantees to submit Program Performance Reports and State Plans. Programs currently using ACLReporting include State Councils on Developmental Disabilities, the Centers for Independent Living Programs (CIL), Independent Living Services (ILS), Protection and Advocacy for Assistive Technology (PAAT), Protection & Advocacy for Individuals with Traumatic Brain Injury (PATBI), Protection & Advocacy for Developmental Disabilities (PADD), and the National Assistive Technology Program (AT), Developmental Disabilities (DD) State Plan and Program Performance Report.

II. ACLReporting Roles and Permissions

A. Registrar The Registrar is able to create accounts, update accounts and delete accounts.

B. Grantee The Grantee is able to:

Select a grant award from the drop down menu on the dashboard. Enter report information Save report information

- You will be prompted to save before leaving each section. You may save without submitting for review if you wish to work on the sections in phases.

- Saving at least every 5 minutes is strongly encouraged. - Once the information has been successfully saved, and all of the sub-

sections for that section are completed, you will be able to select ‘Ready for Internal Review.’

Edit report information if a Reviewer or PO requests a revision and then return as ‘Ready for Internal Review’, again.

View their report Print their reports

C. Reviewer 1. A Reviewer is someone who approves the PPR for submission by the DD. This may be the

same user as the Grantee. Users can have both roles. The Reviewer dashboard will show the completed sections for the Reviewer to review.

2. The Reviewer will review each report section and: Select ‘Reviewed’ if no changes are needed for the section Select ‘Request Revisions’ if a change is necessary for the section. The

Grantee will need edit the section and resubmit the section for internal review. Select ‘Submit’ to approve the report after reviewing all sections of the

report and not finding any section that needs to be revised by the Grantee.

III. First Time Users

A. Creating New Accounts by Registrar

1. Background and Basics

Each grant program has at least one staff person with the role of ‘Registrar.’ The Registrar is the person responsible for setting up all accounts, with the various roles and permissions, as described later in this document for all staff members. The ACL assigned Registrar can set up additional Registrar accounts so that more than one person can create new ACLReporting accounts for program colleagues, as needed. If a person needs to have an account created with a username/password in ACLReporting, the ACL assigned Registrar will need the following information:

User Name First Name Last Name Email User role: Grantee, Grantee Reviewer, Registrar

Upon sending this request to your Registrar, the Registrar can create your account accordingly and will then contact you with your account information once the account set up is complete.

2. Create New Account a. Go to the ACLReporting home page: https://reporting-pilot.acl.gov/#/

b. Log in with your Username and password.

Figure 1: Log in with ACL email and the password

c. Select the ‘Administration’ located in the upper right corner of the ACLReporting

page and then select ‘User Management.’

Figure 2: Select User Management from Administration dropdown

d. The ‘Users’ screen will be displayed showing all users for the grant. Select ‘Create a

new User’ to create a new account.

Figure 3: Users screen showing all users for the grant

e. Enter the information provided by the new user; create a password; and select role,

or roles, the user will need. To select multiple roles, hold Ctrl key and select each

role you need to add for a user with multiple roles. If a user needs access to

multiple grants, hold down the Ctrl key and select one or more additional grants that

the user will need to access, then select ‘Save.’

Figure 4: Create or Edit a User Screen Showing Fields That Need to be entered Part 1

Figure 5: Create or Edit a User Screen Showing Fields That Need to be entered Part 2

B. Login Instructions with Temporary Password

The following are the basic step-by-step instructions on logging into ACL Reporting for the first time.

1. Go to the ACLReporting home page: https://reporting-pilot.acl.gov/#/

2. Log in with your ACL email and your provided temporary password.

Figure 6: Log in with ACL email and the temporary password

3. The temporary password provided must be reset once you log into the system which can

be found after clicking the ‘Account’ tab on the upper right corner of the page.

Figure 7: Changing the password can be found under the Account tab

4. The following page displays the form to set a permanent password. In order to meet password requirements, the new password should:

• Contain a minimum of 8 characters • Contain at least one uppercase letter (e.g., A, B, C, Y, Z, etc.) • Contain at least one lowercase letter (e.g., a, b, c, y, z, etc.) • Contain at least one special character (e.g., ! @, #, $, %, ^, &, etc.) • Contain at least one number (e.g., 1, 2, 3, 4, 5, etc.)

Failure to meet these requirements results in the system not allowing you to set your permanent password.

Figure 8: Setting a permanent password

IV. Active Users Login and Password Changes

A. Log in 1. Go to the ACLReporting home page: https://reporting-pilot.acl.gov/#/

2. Log in with your ACL email and your provided temporary password.

Figure 9: Log in with ACL email and password

B. Forgot Your Password?

The following are the basic step-by-step instructions on how to use the ‘Did you forget your password?’ feature.

1. Select the ‘Did you forget your password?’ link under the Log In button.

Figure 10: Locating the "Did you forget your password" link

2. Reset your password.

Figure 11: After entering your email address, click the Register button

3. You will see a confirmation page indicating an email has been sent to the address with

steps to reset your password.

Figure 12: Page displays further information to reset your password

4. Go to your email and select the link ‘Reset Password’ provided in the email automatically

sent by the ACL Reporting system.

Figure 13: Password reset email

5. This will open a new window in ACL Reporting so you can reset your password.

Figure 14: Password reset page showing password and confirm password

In order to meet the password requirements, the new password must:

o Contain a minimum of 8 characters

o Contain at least one uppercase letter (e.g., A, B, C, Y, Z, etc.)

o Contain at least one lowercase letter (e.g., a, b, c, y, z, etc.)

o Contain at least one special character (e.g. !, @, #, $, %, ^, &, etc.)

o Contain at least one number (e.g., 1, 2, 3, 4, 5, etc.)

Failure to meet these requirements results in the system not allowing you to reset your

password and it will highlight the field red indicating that the requirement was not met.

6. Successful password reset message will display once you meet the password

requirements. To access the log in page again, select the sign in button.

Figure 15: Successful password reset message displayed

7. Log in to the system with your email and new password.

Figure 16: Login with new password

C. Change Your Password

The following are the basic step-by-step instructions on how to change your password.

1. Select ‘Account’ located in the upper right corner of the ACLReporting page and then select

‘Password.’

Figure 17: Navigating to the password reset page

2. Reset your password by entering in your new password.

Figure 18: Internal password reset page showing password and confirm password

3. Once you have reset your password select ‘Dashboard’ at the top of the screen to

go back to your dashboard to begin reviewing your assigned states’ grant reports.

Figure 19: Navigate back to Dashboard after password reset

V. Entering Report Information Below are the sections that need to be completed/reviewed/approved. Guidance is listed in each section for certain fields:

A. Grantee and Reviewers Dashboard Once you have successfully logged in, you will then be taken to the ACLReporting Dashboard. The Dashboard shows the report section and the current status of the section. The statuses that a section can have are:

1. Not Required – Grantee does not have access to this section.

2. Not Started – Grantee has not entered any information in the section.

3. In Progress – Grantee has entered and saved information in the section.

4. Ready for Internal Review – Grantee has submitted to section for review by the reviewer.

5. Reviewed – Reviewer has reviewed the section.

6. Submitted – Reviewer has submitted section for Project Officer review.

7. Approved – Project Officer has approved section.

8. Disapproved – Project Officer has rejected the section.

The Grantee will be able to view or enter information in a section by click on any of the blue status links associated with the DD-PPR Grant.

Figure 20: Grantee/Reviewer Dashboard showing all sections

B. Saving Information Entered in a Section

Once the Grantee has entered information in a report section, they can save the information in two ways:

1. Save Button

The grantee can save the information they have entered by selecting the ‘Save’ button at the bottom of the screen. After they have selected the ‘Save’ button, the date and timestamp will be updated.

Figure 21: Save Data by selecting Save button and seeing confirmation of save

2. Going to the Next or Previous Section

The grantee can go to the next or previous section by selecting the ‘Previous’ or ‘Next’ button, at the bottom of the screen. If the Grantee has not saved the data they have entered, the system will show a pop-up for the Grantee to select ‘OK’ to save the data or ‘Cancel’ to not save the data.

Figure 22: Going to the Next or Previous Section and being asked to save

C. Error Messages

As you enter data into each section, you may encounter error messages. The error message will explain the reason why an error has occurred and the action needed to correct it.

Shown below are some examples of the common error messages.

‘*” indicates a required field. If a required field is left empty, the following error message is displayed: ‘The field is required.’

Number fields length. The number fields have maximum lengths. For example, if a number field has a maximum length of 7 numbers, then then the following error message is displayed if you enter more than 7 numbers: ‘The field cannot contain more than 7 digits.’

The phone number must be a 10 digit number. If a non-number is entered or if total number of numbers is not 10 digits then the following error message is displayed: ‘The field must be a 10 digit number’.

The email address must have a valid format ([email protected]). If the email address is not valid then the following error message is displayed: ‘This field must be a valid e-mail address.’

Figure 23: Error Message Examples

D. Section 1: Identification

1. Identification

The ‘Identification’ section contains 8 text fields: 7 of which are required and 1 of which is optional.

All fields are required, except for field 6. If the number for any of the listed items is zero, enter the number ‘0’ in the line item. Do not leave any of the fields blank with the exception of field 6.

Fields 4 and 7 will only accept numerical digits and only accept 10 digits. Fields 5 and 8 will require a ‘@’ character

Figure 24: Section I: Identification

Validation Messages

The following validation message will be displayed, if a required field is left empty: This field is required.

The following validation message will be displayed if in fields 4 or 7 there are < or > 10 numerical digits: This field must be a 10 digit phone number.

The following validation message will be displayed if in fields 5 or 8 is not a legitimate email address or does not contain a ‘@’ in the email address: This field must be a valid e-mail address.

E. Section 2: Comprehensive Review and Analysis

1. Comprehensive Review and Analysis

The Grantee will be required to fill out both of the following rich text editors:

Adequacy of health care and other services, supports and assistance that individuals with developmental disabilities in Intermediate Care Facilities (ICF) receive *Describe efforts to assure diversity (disability, geographical, racial, etc.) in the data-driven strategic planning process

Adequacy of health care and other services, supports, and assistance that individuals with developmental disabilities served through home and community-based waivers receive *

In order to enter information into the rich text editor, the Grantee will have to click on the ‘Done’ text in blue. When information has been entered into both of the rich text editors, the Grantee can select the ‘Edit’ text in blue link located next to the title in the blue bar or the user may also select ‘View’ to view the entered information in a modal window.

Figure 21: Section II: Comprehensive Review and Analysis

Validation Messages


F. Section 3: State Plan Implementation

1. State Plan Implementation

This section is broken down into 3 parts: A. Introduction, B. Evaluation of State Plan Implementation, and C. Input on National Priorities. The Grantee will be required to fill out all of the rich text editors in each of the sections.

The rich text editors that comprise A. Introduction are:

Provide an executive summary with cohesive information that provides an overview of the report including, but not limited to the following: (1) targeted areas of emphasis, (2) strategies used to implement activities; (3) significant accomplishments and/or barriers to state plan implementation; (4) needs requiring state plan amendments

Cultural Diversity : Describe the Council's overall efforts to address the needs of individuals with developmental disabilities and their families of a diverse culture through its state plan supported activities

Figure 22: Section III: Implementation A. Introduction

The rich text editors that comprise B. Evaluation of State Plan Implementation are:

B1. Evaluation Activities

B2. Evaluation Results

B3. Lessons Learned and Future work of the Council

Figure 23: Section III: Implementation B. Evaluation of State Plan Implementation

The rich text editor that comprises C. Input on National Priorities is:

Input on National Priorities

Figure 24: Section III: Implementation C. Input on National Priorities

In order to enter information into the rich text editor, the Grantee will have to click on the ‘Edit’ text in blue. When information has been entered into both of the rich text editors, the Grantee can select the ‘Done’ text in blue link located next to the title in the blue bar or the user may also select ‘View’ to view the entered information in a modal window.

Validation Messages


G. Section 4: State Plan Implementation Progress Report

1. State Plan Implementation Progress Report – Section IV.A (Detailed Progress Report on Goals)

When the Grantee first arrives in this subsection, they will notice that there are various goals on the left hand panel. The number of goals may be different depending on what the Grantee has entered for the corresponding Fiscal Year’s State Plan (DD State Plan).

Figure 25: Section IV: State Plan Implementation Goals

When the Grantee clicks on one of the goals, they will notice that there are sections within this section: Section IV.A, Section IV.B, and Section IV.C. These 3 sections are all associated with the State Plan Implementation Progress Report. Each goal will contain all 3 of these sections that must be completed. There is a Description with a READ ONLY label of what the goal describes. This is the exact name of the Goal that the Grantee entered in the DD State Plan.

Figure 26: Section IV: State Plan Implementation Sections and Goal Description

After that, the Grantee will see 3 tables with checkboxes. These tables are broken down into:

Areas of Emphasis

Strategies Intermediaries/Collaborators

Some of these checkboxes are already checked and are READ ONLY, which indicate that the Grantee has selected to plan for these goals in the corresponding State Plan (DD State Plan). The DD-PPR allows the Grantee to take the goals that they planned and check whether the areas, strategies, and intermediaries/collaborators were satisfactorily met.

Figure 27: Section IV: State Plan Implementation Areas of Emphasis, Strategies, Intermediaries/Collaborators

After the Grantee completes the 3 tables, they will navigate to 3 rich text editors:

Provide an overall cohesive description of (a) the extent to which progress is being made in achieving the intended outcomes of the Goal for the reporting year, (b)the extent to which each goal was or was not achieved for the reporting year, (c)where applicable, factors that impeded goal achievement for the reporting year,(c) needs that require substantive state plan amendment (goal only)

o This rich text editor will be required. 4 Year Overview : A description of how the Council will use and build from

knowledge gained and progress made to move forward in the next state plan cycle.(This section only applies to the PPR submitted for the Federal Fiscal Year 2020, which will be due by January 1, 2021)

o Note: This rich text editor will not be able to be accessed until the Fiscal Year 2020.

5 Year Overview : For the final PPR of this state plan cycle, provide an overall analysis of the outcomes achieved during the five year state plan cycle. The description should include the extent to which diverse stakeholders are satisfied with council activities that promote self-determination and community participation for individuals with disabilities and families, results of other types of information gathering such as focus groups, surveys, or other feedback or input methods with individuals with developmental disabilities and families and major accomplishments and factors impeding goal achievement (if applicable).(This section only applies to the PPR submitted for the Federal Fiscal Year 2021, which will be due by January 1, 2022)

o Note: This rich text editor will not be able to be accessed until the Fiscal Year 2020.

Figure 28: Section IV: State Plan Implementation Rich Text Editors

In order to enter information into the rich text editor, the Grantee will have to click on the ‘Edit’ text in blue. When information has been entered into both of the rich text editors, the Grantee can select the ‘Done’ text in blue link located next to the title in the blue bar or the user may also select ‘View’ to view the entered information in a modal window.

Following the rich text editors, the Grantee will navigate to the Objectives. The objectives will vary based on how many objectives the Grantee has entered in for each of their individual Goals from the DD State Plan.

Figure 29: Section IV: State Plan Implementation Objectives

Each of the objectives will contain the same set of fields. Upon entering the Objective the Grantee will notice that there are 12 fields that will be required:

1. Goal Name a. This is the name and description of the Goal (taken from the DD State Plan)

2. State Plan Objective Name a. This is the name and description of the Objective (taken from the DD State

Plan) 3. An Objective radio button

a. This is a required radio button selection that contains options: Individual & Family Advocacy, System Change, and Capacity Building.

b. The Grantee may only select one radio button. 4. An Objective radio button

a. This is a required radio button selection that contains options: New, Ongoing, and Completed.

b. The Grantee may only select one radio button. 5. A table of 5 sets of radio buttons

a. All sets of radio buttons are required and only contain Yes and No options b. The Grantee may only select one radio button per row c. If “Yes” is selected for the last 2 rows, a Project Name text field and Original

Start Date calendar field will appear and must be completed. 6. A State of Implementation radio button

a. This is a required radio button selection that contains options: Planning, Implementation, and Outcome/Fully Integrated.

b. The Grantee may only select one radio button. 7. A rich text editor that says “Provide an overall description of this effort”

a. This rich text editor is required. 8. Outputs Achieved table

a. All of these checkboxes are optional, therefore the Grantee may select or not select any of the options

b. These are the Objectives that the Grantee selected from the DD State Plan.

9. A rich text editor that says “The report should include the following: (a) A narrative progress report that cohesively describes the activities that were implemented toward achieving the objective, including how the identified strategy was used, how the activity was implemented, challenges to achieving the objective and unexpected benefits.(b) For system change activities, include a description of the stage of implementation (planning, initiation, implementation, outcome/fully integrated) of the system change initiative. (c) All narratives must describe what numbers make up the performance measures number for the activities being reported in the narrative.(d) A summary of evaluation activities to monitor progress and impact of council supported activities for the objective; data collected during the year, data sources, and data collection methods; (logic model and evaluation plan may be attached to the report).”

a. This rich text editor is required. 10. Expected Outcomes Achieved

a. All of these checkboxes are optional, therefore the Grantee may select or not select any of the options.

b. These are the Objectives that the Grantee selected from the DD State Plan. 11. A rich text editor that says “Progress towards achieving outcomes for overall objective

: The annual report should include an assessment as to the extent to which progress was made on the intended outcomes for the objective”

a. This rich text editor is required. 12. A rich text editor that says “Additionally, include stories of culturally diverse people

with developmental disabilities whose lives are better because of Council work on this activity (e.g., became better advocates for themselves and others, became more connected to the community). Stories of policy or legislative changes that happened as a result of Council individual advocacy work that are likely to positively impact the lives of people with developmental disabilities or that will prevent a potential negative impact (e.g., created deleted, refined programs and/or legislation, reallocated use of funds, organizational systems change as a result of evidence based practices)”

a. This rich text editor is required.

Figure 30: Section IV: State Plan Implementation Objectives Fields 1-5


The Grantee must complete all 12 fields for each of the objectives that they have created. Once they have finished all of the objectives, then they can move on to Section IV.B.

Validation Messages


The following validation message will be displayed, if a required calendar field is left empty: This input is required.

2. State Plan Implementation Progress Report – Section IV.B (Individual & Family Advocacy Performance Measure)

When the Grantee first arrives in this subsection, they will notice that they are in Section IV. B. There is a Description with a READ ONLY label of what the goal describes. This is the exact name of the Goal that the Grantee entered in the DD State Plan.


After the Goal Description, there are many tables:

Race/Ethnicity o All of these fields are optional, therefore the Grantee can skip this table.

Gender o All of these fields are optional, therefore the Grantee can skip this table.

Category o All of these fields are optional, therefore the Grantee can skip this table.

Geographical o All of these fields are optional, therefore the Grantee can skip this table.

I. Output Measures o Fields in the first 2 rows are required, while the last row is optional. o Required fields will only allow numeric data and has a digit limit of 7. o **Note: There may be more or less objectives, because these objectives

come directly from what the Grantee has entered in the DD State Plan. II. Outcome Measures

o All of these fields are optional, therefore the Grantee can skip this table. Sub-Outcome Measures: The number (#) of people who are better able to say what

they want/say what is important to them o All of the fields are required, therefore the Grantee will need to complete

them.

o Required fields will only allow numeric data and have digit limits of 7. o **Note: There may be more or less objectives, because these objectives

come directly from what the Grantee has entered in the DD State Plan. Sub-Outcome Measures: The number (#) of people who are participating in

advocacy activities o All of the fields are required, therefore the Grantee will need to complete

them. o Required fields will only allow numeric data and have digit limits of 7. o **Note: There may be more or less objectives, because these objectives

come directly from what the Grantee has entered in the DD State Plan. Sub-Outcome Measures: The number (#) of people who are on cross disability

coalitions, policy boards, advisory boards, governing bodies and/or serving in leadership positions

o All of the fields are required, therefore the Grantee will need to complete them.

o Required fields will only allow numeric data and have digit limits of 7. o **Note: There may be more or less objectives, because these objectives

come directly from what the Grantee has entered in the DD State Plan.

Following these tables are 3 text fields that are required and must be completed by the Grantee:

IFA 3 The percent of people satisfied with a project activity o This field will be required and the Grantee must complete this. o Required fields will only allow numeric data.

IFA 3.1 Percent of people with DD satisfied with activity o This field will be required and the Grantee must complete this. o Required fields will only allow numeric data.

IFA 3.2 Percent of family members satisfied with activity o This field will be required and the Grantee must complete this. o Required fields will only allow numeric data.

Figure 34: Section IV: State Plan Implementation Section B Tables Part 1


Validation Messages


The following validation message will be displayed, if more than 7 digits are entered into required numeric fields: This field cannot contain more than 7 digits.

3. State Plan Implementation Progress Report – Section IV.C (System Change Performance Measures)

When the Grantee first arrives in this subsection, they will notice that they are in Section IV. C. There is a Description with a READ ONLY label of what the goal describes. This is the exact name of the Goal that the Grantee entered in the DD State Plan.


After the Goal Description, the Grantee must complete the following table:

SC 1: Output Measures - The number of Council efforts to transform fragmented approaches into a coordinated and effective system that assures individuals with developmental disabilities and their families participate in the design of and have access to needed community services, individualized supports, and other forms of assistance that promote self-determination, independence, productivity, and integration and inclusion in all facets of community life.

o All of the fields are required, therefore the Grantee will need to complete them. o Required fields will only allow numeric data and have digit limits of 7. o **Note: There may be more or less objectives, because these objectives come

directly from what the Grantee has entered in the DD State Plan.

Following these tables are 2 text fields that are required and must be completed by the Grantee:

SC 2.1 - Efforts that led to improvements o This field will be required and the Grantee must complete this. o Required fields will only allow numeric data.

SC 2.2 – Efforts that were implemented o This field will be required and the Grantee must complete this. o Required fields will only allow numeric data.

Following these 2 text fields is a final table that is required and must be completed by the Grantee:

Sub-Outcome Measures o All of the fields are required, therefore the Grantee will need to complete

them. o Required fields will only allow numeric data and have digit limits of 7. o **Note: There may be more or less objectives, because these objectives

come directly from what the Grantee has entered in the DD State Plan.

Figure 38: Section IV: State Plan Implementation Section C Tables Part 1

Figure 39: Section IV: State Plan Implementation Section C Input Fields

Figure 40: Section IV: State Plan Implementation Section C Table Part 2

Validation Messages


The following validation message will be displayed, if more than 7 digits are entered into required numeric fields: This field cannot contain more than 7 digits.

H. Section 5: Council Financial Information

1. Council Financial Information

This section contains one radio button “Council is its own DSA” that is required, followed by 3 sets of 11 fields that will be required, and finally a required text field at the bottom.

The Grantee will be required to enter a Yes or No into the radio button.

Figure 41: Section V: Council Financial Information Radio button

Following the radio button the Grantee will be required to enter in data into all 11 text fields in the “Financial Information for Programmatic Purposes ONLY” table. All fields will be required to have data input. Fields 2 and 3 will have a calendar icon that will allow them to select a date. The Grantee must do the same for all 3 iterations of these 11 fields.

Figure 42: Section V: Council Financial Information 1st set of 11 fields

Figure 43: Section V: Council Financial Information 2nd set of 11 fields

Figure 44: Section V: Council Financial Information 3rd set of 11 fields

Following 3 sets of 11 text fields, the Grantee will be required to enter in a final text field “Dollars leveraged for the reporting year being reported”. This field will be required to have data input.

Figure 45: Section V: Council Financial Information text field

Validation Messages


The following validation message will be displayed, if a required calendar field is left empty: This input is required.

The following validation message will be displayed if more than 4 digits are entered into field 1: This field cannot contain more than 4 digits.

The following validation message will be displayed if more than 7 digits are entered in fields 3 - 11: This field cannot contain more than 7 digits.

I. Section 6: Measures of Collaboration

1. Measures of Collaboration

This section contains two rich text editors (one on the top of the screen and one on the bottom of the screen and 15 optional checkboxes.

The rich text editor at the top of the screen is:

Identify the critical issues/barriers affecting individuals with developmental disabilities and their families in your State that the Council and the P&A, the Council and the UCEDD, the Council and other collaborators may have worked on during the reporting period

Figure 46: Section VI: Measures of Collaboration 1st rich text editor

The Grantee will have to click on the ‘Edit’ text in blue. When information has been entered into both of the rich text editors, the Grantee can select the ‘Done’ text in blue link located next to the title in the blue bar or the user may also select ‘View’ to view the entered information in a modal window.

Following this, the Grantee will have the option of selecting any of the 15 checkboxes below the rich text editor. The Grantee will not be required to check any of the checkboxes, however they will have the option to check 0-15 of them. If the Grantee selects checkboxes 13, 14, or 15, a required text field will appear that the Grantee must enter information into.

Figure 47: Section VI: Measures of Collaboration - Identify the Area of Emphasis is collaboratively addressed by DD Network

Following the checkboxes is a final rich text editor.

The rich text editor at the bottom of the screen is:

The report should include a narrative progress report that cohesively describes the activities that were implemented by the Council and the P&A, the Council and the UCEDD, the Council and other collaborators.DD Network. For at least one of the issues/barriers identified above describe: (a) the issue/barrier; (b) collaborative strategies to address issue/barrier and expected outcome(s); (c) the DDC's specific role and responsibilities in this collaborative effort. Include any technical assistance expertise DD Council staff can provide to other States in this area; (d) briefly identify problems encountered as a result of this collaboration, and technical assistance, if any, desired; and (e) any unexpected benefits of this collaborative effort.

Figure 48: Section VI: Measures of Collaboration 2nd rich text editor

The Grantee will have to click on the ‘Edit’ text in blue. When information has been entered into both of the rich text editors, the Grantee can select the ‘Done’ text in blue link located next to the title in the blue bar or the user may also select ‘View’ to view the entered information in a modal window.

Validation Messages


VI. Appendices

A. How to Finalize and Submit Your Report

When a Grantee has successfully logged in, they will be taken to the ACL Reporting Dashboard. The Dashboard shows the report sections and the current status of the section. The statuses that a section can have are:

1. Not Started

o Grantee has not entered any information in the section.

2. In Progress

o Grantee has entered and saved information in the section. Entering data into a section will change its status from ‘Not Started’ to ‘In Progress’.

3. Ready for Internal Review

o After the Grantee completes entering information in a section, the ‘Ready for Internal Review’ button will become will become visible and can be selected.

o When the Grantee selects the ‘Ready for Internal Review’ button, the status of the section will change from ‘In Progress’ to ‘Ready for Internal Review’.

4. Reviewed

o The Reviewer will have the ability to review a section once it is in ‘Ready for Internal Review’ status.

o The Reviewer only has the ability to review the form.

o If no changes are needed in the section, they can select the ‘Reviewed’ button. This will change the status of the section to from ‘Ready for Internal Review’ to ‘Reviewed’ status.

o If changes are needed in the section, they can select the ‘Request Revisions’ button. This will change the status of the section to from ‘Ready for Internal Review’ back to ‘In Progress’ status. The process will start from Step 2 again.

5. Submitted

o The Reviewer will review all sections of the report. After all sections in the report are in ‘Reviewed’ status, the ‘Submit’ button will appear on top of the Dashboard.

o The Reviewer will select the ‘Submit’ button and this will cause all sections of the report to have the status of ‘Submitted’.

6. Approved/Disapproved

o The Project Officer will have the ability to review a section once it is in ‘Submitted’ status.

o The Project Officer only has the ability to review the form.

o If no changes are needed in the section, the Project Officer can select the ‘Validate’ button. After all sections in the report have been validated, the ‘Approve’ button will appear on top of the Dashboard. The Project Officer will select the ‘Approve’ button and this will cause all sections of the report to

have the status of ‘Approved’.

o If changes are needed in the section, the Project Officer can select the ‘Disapprove’ button. The ‘Reject’ button will appear on top of the Dashboard. The Project Officer will select the ‘Reject’ button and this will cause the disapproved section of the report to have the status of ‘Disapproved’. The process will start from Step 2 again.

B. Helpful Tips & Hints for Using ACL Reporting

1. Save Your Work Regularly

• You will be prompted to save before leaving each section. You may save without submitting for review if you wish to work on the sections in phases.

• Save your work at least every 25 minutes. You will be automatically logged out

after 30 minutes of inactivity and information that you have entered could potentially be lost if you did not select “Save”. As you finish each section (screen), you will be prompted to save your work. We recommend that you select “Save” each time you move to a new section.

VALIDATIONS As you enter information into ACLReporting, the system will recognize mouse movement and key strokes as “activity,” which will keep you from being automatically logged out after 30 minutes.

2. Adding More Time

The “More Time” button will follow you while you scroll up and down. Selecting this button will add another 30 minutes before the systems logs you off.

A timeout warning message will pop up after 20 minutes. If you select “Reset”, you will be provided an additional 30 minutes to enter in your information. Please note that adding additional time does not save your work.

A timeout warning message will pop up after 20 minutes. If you select ‘Reset’, you will be provided an additional 30 minutes to enter in your information. Please note that adding additional time does not save your work.

Figure 49: More Time Button

Figure 50: Session Timeout Warning Popup

Figure 51: Session Timeout Reset Confirmation Popup

3. Navigation

Navigation throughout the system will be provided through the left side navigation or the Next and Previous button at the bottom of the data entry pages.

4. Roles and Permissions

A person using ACL Reporting can have one or more of the following roles: Registrar, Grantee and Reviewer (described in Section II. ACL Reporting Roles and Permissions).

o Having a role provides the person permissions to perform the activities allowed for the role.

For example, if a person only has a Registrar role, then he or she can only perform the activities that allowed for the Registrar. If a person has Registrar and Grantee roles, then they can perform activities that are allowed for both the Registrar and Grantee roles. Finally, if a person has the Registrar, Grantee and Reviewer roles, then they can perform the activities that are allowed for the three roles.

In addition to above roles, there is the Project Officer role. A Project Officer (PO) is the assigned Federal staff person who has the ability to review, approve, or reject submitted grantee reports.

5. Submitting a Report

ACL Reporting allows users to work on different sections at the same time. Only one user should be working on a section at any time. The system will save the data from the user who did the last save.

N/A is a valid response for any required text fields and 0 is a valid response for any required numerical fields.

All of the totals will be automatically calculated. Those fields will appear grayed out since the system will be providing that value and not the grantee.

The Exclamation Mark Icon (!) is used to signal when a section of the report field needs information added to it to before it can be considered complete. Once it’s complete it will disappear to signal to the user that that section is completed.

All of the validations for each section are provided in the individual sections of this User Guide. The rich text editors provide character counters to help you determine how much needs to be reduced if you exceed the limit and to help you stay with the limit.

6. Copy & Pasting

When copying and pasting information in to the rich text editors (text boxes with formatting features) be sure to right click in the field you wish to paste the information and select:

In Windows

• In Chrome: Select the ‘Paste as Plain Text’ or hit Ctrl +Shift + V • In Internet Explorer: Select ‘Paste’ or hit Ctrl + V • In Firefox: Select the ‘Paste as Plain Text’ or hit Ctrl + Shit+ V

On Macs

• In Chrome: Select the ‘Paste as Plain Text’ or hit CtrlShift + V • In Internet Explorer: Select ‘Paste’ or hit Ctrl + V • In Firefox: Select the ‘Paste as Plain Text’ or hit Ctrl + Shit+ V

You may also copy and paste into a text editor (or notepad) to remove any formatting before transferring into fields on the form.

7. Printing a Report

Log in and select ‘View Report’ while in one of the data sections, it will then create an HTML (on-screen) report.

Select ‘Generate HTML Report’ on the top left corner of the screen to create an accessible HTML report.

Select ‘Generate Print Report’ on the top left corner of the screen to create an non-accessible PDF report. Note: Pop-up blockers in your browser must be turned off.

Figure 53: Generate Report Button

8. Rich Text Editor Icon Explanations

Figure 56: Rich Text Editor

The rich text editor will have the following features:

1. Full Screen (diagonal up and down arrows): The rich text editor will enter a full screen

status. Selecting it again will make the rich text editor goes back to regular screen.

2. Bold (CTRL + B): The text will become bold. Selecting it again will make the bold text go

back to normal text.

3. Italics (CTRL + I): The text will become italic. Selecting it again will make the italic text go

back to normal text.

4. Underline (CTRL + U): The text will be underlined. Selecting it again will make the

underlined text go back to normal text.

5. Paragraph Format: The text will change in font size based on Headings. There are 4

different types of headings as well as the option to go back to Normal. The headings are:

Normal, Heading 1, Heading 2, Heading 3 and Heading 4.

Figure 57: Headings

6. Align: The text will be aligned. The selections are: Align Left, Align Center, Align Right and

Align Justify.

Figure 58: Alignments

7. Ordered List: Numbered list will be created. There are 6 different types of numbered lists

that you can select (Default = “1.” Lower Alpha = “a.” Lower Greek = “α.” Lower Roman =

“i.” Upper Alpha = “A.” Upper Roman = “I.”)

Figure 59: Ordered List

8. Unordered List: Bulleted list will be created. There are 4 different types of ordered lists that

you can select (Default = Bullet Point, Circle = Circle, Disc = Disc, Square = Square).

Figure 60: Unordered List

9. Decrease Indent (CTRL + [): This icon represents a decreased indent. It will tab over to the

left one time.

10. Increase Indent (CTRL + ]): This icon represents an increased indent. It will tab over to the

right one time.

11. Select All: This will select all text entered.

12. Clear Formatting: This will set all formats to default.

13. Print: This will print the text in the rich text editor.

14. Help (CTRL + /): This will display a pop-up window with various shortcuts keys. Please

refer to the “Shortcut Keys” below for full description of the shortcuts.

15. Undo (CTRL + Z): This will undo the last step that you have done.

16. Redo (CTRL + SHIFT + Z): This will redo the last step that you have done.

17. Character Count: This shows the character count and is formatted in XXXX/YYYY format.

The XXXX refers to how many characters that the grantee has entered, while the YYYY

refers to the maximum length of characters permitted.

Shortcut Keys

1. Inline Editor

o Show the editor CTRL + E: This has been disabled.

2. Common actions

o Copy CTL + C: Copies text or images.

o Cut CTRL + X: Cuts text or images.

o Paste CTRL + V: Pastes text or images.

o Undo CTRL + Z: Undo the last step that was taken.

o Redo CTRL + SHIFT + Z: Redo the last step that was taken.

o Insert Link CTRL + K: This has been disabled.

o Insert Image CTRL + P: This has been disabled.

3. Basic Formatting

o Select All CTRL + A: Selects all of the text and highlights it.

o Bold CTRL + B: Enters into a bold font.

o Italic CTRL + I: Enters into an italic font.

o Underline CTRL + U: Enters into an underline font.

o Strikethrough CTRL + S: Enters into a strikethrough font.

o Increase Indent CTRL + ]: Text will tab over to the right once.

o Decrease Indent CTRL + [: Text will tab over to the left once.

4. Quote

o Increase quote level CTRL + ': This has been disabled.

o Decrease quote level CTRL + SHIFT + ': This has been disabled.

5. Image/Video

o Resize larger CTRL + +: Increases window size by 1 increment.

o Resize smaller CTRL + -: Decreases window size by 1 decrement.

6. Table

o Select table cell ALT + Spacebar: This has been disabled.

o Extend selection one cell Shift + Left or Right Arrow: This has been disabled.

o Extend selection one row Shift + Up or Down Arrow: This has been disabled.

7. Navigation

o Shortcuts CTRL + /: Opens up the shortcut menu.

o Focus popup / toolbar ALT + F10: This has been disabled.

o Return focus to previous ESC: Closes the rich text editor in View mode.

C. Role Permissions Matrix The following table depicts permissions for each role in the system.

Figure 61: Permissions by roles

Actions Grantee Grantee Reviewer

Project Officer

Registrar

Visit the home page X X X X

Log in through ACLReporting X X X X

Modify Own User Account X X X X

View Grantee Dashboard X X

State Plan & Annual Work Plan Data Entry X

Ready Section for Review X

Review Section X

Request Section Revision X X

Revise Section X X

Submit Data X

View PO Grantee Dashboard X

View a Grantee’s Dashboard X

Validate Report Section X

Disapprove Specific Report Sections X

Reject Report X

Approve Report X

View Administration/Registrar Pages X

Create User Accounts X

Deactivate User Accounts X

View Administrative Pages X

Modify Any User Account X

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