Event ID: 1833434 Event Started: 9/26/2011 6:45:00 PM ---------- Please stand by for realtime captions. >> [ Captioner on standby waiting for event to begin. If there has been a change, please contact Caption Colorado at 800-590-4197 or cc@captionedtext.com. Thank you. ] >> Good afternoon everyone, and welcome to today's webinar, NIRS Orientation webinar. Today to present are ourmyself Corina Miclea Rotsko and Jamie Perry who is our Director of MCH Technical Assistance and will be available for any questions that may come up during the webinar. Before we begin the presentation I just wanted to mention we -- you can ask questions any time during the webinar through the Q&A box and we will address the questions as we see them. The Q&A box is one that you should see when you are viewing the webinar. >> Let's look at the agenda for today's webinar. First we will see what it is and why we should use it and then we will look at NIRS -- how to use NIRS and the yearly iteration of NIRS, which some of you may know about, and while others may hear about for the first time. We will look at the reporting requirements and the contact information for NIRS questions and then we will have more at times available for questions. >>What is NIRS and why should we use it? The web-based national information and reporting system also known as NIRS is an effort by the Association of University centers on disabilities also known as AUCD.Centers directly and NIRS enable us to offer a picture using aggregate data and the advantage there the centers can then reach out as much as they need. NIRS is designed to do the the outcome of the Everett, provide public access to the network and assist the centers to comply with their federal and other reporting requirements. University centers for excellence in development of those abilities and research and activities leadership educationand NIRS Orientation development disabilities programs leadership education, the CBC and development are behavior pediatrics programs.Be back moving onto NIRS resources, the homepage there is a dedicated NIRS box. By clicking on the NIRS screen, several links will open up where you can find resources for NIRS . I will go through our website to show you exactly where you can find these resources. >> If we scroll down the left hand side, you can click on the link. Severallinks open up for NIRS . One of themost important trends and NIRS is resources where you can find a variety of resources throughout the media that work with NIRS . The force is what programs use to enter a thatin NIRS . These paper forms reflect all of the forms that we havein NIRS and we can be sure that they can substitute program so they can fill in the paper forms andthe data can be entered into NIRS . >> It is not mandatory to use the paper forms they are just provided for a center to use if they decide to do so. That paper forms are organized by date is that. Projects, activities, products, it and then all the product guidesthat we have in NIRS . There are three need directory's. Did several paper forms that are organized by Pape per -- program type and each category includes survey instructions as well. We will come back to these later, I just wanted to show these now so that you know where you can find them. >> If you want touse the NIRS resource base, it is varies important to access the data Jerry and the users guide. The data dictionary is a more technical resource which is organized by date of that and using each data set you will find definitions for the Phils as well as instructions on how to complete the form and the respective data set and how to use all the functions available. By scrolling through the data dictionary we start with definitions, and then following our instructions for the training data set, and then begin the fields in the training data set with the information, their type and other useful information for you to complete the data. >> The entire dated dictionary is organized similarly and can be referenced later throughout the presentation and is always available for you to go back and check the definitions. Going back to the Corina sources page, secondary use for resource when working with NIRS is the users guide. The users guide is more general and it is not organized by data set but rather it provides instruction on how to use NIRS in general. So, while you have everything summarized by data set here you will find instructions on how to add records or search records or list records regardless of data sets, because the that's a pretty much the same for all data sets. >> Some very useful NIRS that I want to highlight our be annual report to ADD where you can find information about the annual report and then the link for the training survey's. The training survey, the TTC survey and a DDP survey this is where you can find all the information you need about serving four -- as I mentioned before, I will talk later about serving from our training. This is just so you know where all of the information can be found. >> Are there resources that are available on this page that are certainly useful to go through, but they may be more specific and more targeted to the search function and not necessarily as general as the data dictionary and the user guide. We see a module -- the CA module and the introduction to customer reports and instructions these are useful for the annual report that you need to complete every year to make sure that they do not include any too long URLs in the report. I will mention this later, but this is also something that you may find helpful for your own knowledge, how to create finding URLs went a link existed the terminal. >> Also for the use of annual report as well as the annual reports guidebook, this is based on changes reporting requirements that some of you are familiar with. They are the ones implementing this and filed of fiscal year 2012 training materials are the ones we created when the new instruction NIRS came into play. >> On the same page, on the left-hand side where the links are on the left, here, and where I have highlighted, there are other useful pages that you might want to checksuch as the NIRS frequency of questions and they are organized by date is that.The NIRS archive if you are ever interested in seeing what the paper forms look like in the past fiscal year's. >> I went out the back to our -- presentation. To briefly show you the information neededto log into NIRS . Some of you may already have the NIRS accounts and that is what you use to log into the center. However, we also have the center that you may have noticed inthe drop-down menus when you log into NIRS that is programmed can use and are encouraged to useto test NIRS functions as well as train other staff as needed. So, instead of the running tasks with your centers, you can go to becenter in NIRS and run such just. -- Past. >> Here are the links that you use to login to the NIRS depending on your program type. The test center that needs to be selected as well as the login and password. NIRS , just to be sure we will have these separately on the event page, we will have these -- this information for you later. >>I will now go back to NIRS . I will actually say how NIRS works.I have already logged into NIRS because this is the central office and is user-friendly. I will select the center for -- because that is the most commonly used center, but as I mentioned previously, we have centers available for our programs they have their own tests and is that they can use anytime. >>In NIRS as you are somewhat familiar at this point, there are six trainees, projects, activities, products go goals, and the directory. These data set have specific definitions that I will provide with each data set. They are also included in the data dictionary so you cannot was checked them at a later time. There are several functions that are common for all data sets. >> You can see them on this logo screen that is up right now which is a record surge which is all the current records for the school year and reports which are sent to report and then a link to the data dictionary that I mentioned earlier with the difference that here the data dictionary for each data set will contain only the portion about the respective data sets not the entire set. >> The same functions are available in each data set by scrolling over the tabsin NIRS . The training have similar options and projects and activities, products, goals, and that directory. There are some small differences depending on data set, but these main functions are available for all of them. >> I will start the project status that, because for the purpose of explaining how everything works, it is easier to start with this data set. I have opened up the page for a project. To give you a brief definition, a project represents ongoing major initiate this of the center. They may span several years and can't contain multiple activities. Projects have several core functions and deal with several activity directors the same mission is available in the data dictionary so you do not need to worry about remembering it right the second. >> Next, to complete this project form, we go through some[ Indiscernible - heavy accent ] And I can explain the fields that may not be perfectly clear. The first field available, both can be checked or only one of them, but because the system requires one of the boxes needs to be checked. I did not mention this, but the green Asterix in the field means that they are required as mentioned these responses are required. So, we need to make a selection or type in something in the text book provided as equitable. >> So first I will select heavy accent -- [ Indiscernible - heavy accent ] Mbyte default in 2012 and then I will talk again about the duration and that's how the fiscal year's change. For now, you know we are in fiscal year 2012. We will come pleat the title of the project -- we will complete the title of the project and I set a project code. For this time I will not complete fields that are not required, but it is recommended that if you have information that you do enter it into because in the future it might be helpful for you to have at their. >> The contact person, as well, we are using the test center and we have a very active name and I will select my name. For funding starts, even though that is not required, I will complete this information and it is encouraged that you complete this information as well. Does help to keep track of the funding resources for all projects. What happened here is the funding starts and funding and refer to the entire life of the funding. Because, as you see below there is a line for total funding. So, I will complete the the amount for the total funding as $200,000 and the box is opened up this amount pertains to the entire life of the project. >> It is not related to the current [ Indiscernible - heavy accent ] For funding types, I will select grants as these are checkboxes and you can check all that apply. Ordinarily these funding comes out current fiscal year funding amounts and sources. For your state local and other our all link to other sections of the form. I will click federal and I will complete $75,000 for ADC. Scrolling down I do not have any other amounts to enter so then click back to the main form and you are back in the funding section of the form. >> Let's say we have other monies from a state agency, so, I will adhere $25,000 -- add here $25,000 and a back to the main page. In this line we can automatically calculate and we see $100,000. So, the entire life of the project is the entire calendar year of 2011 that because this fiscal year's darted on July 1, so it is just halfway through the year, Iadded here half of the amount of the total funding. This is just for the purposes of giving you an example and showing how to enter everything in NIRS , however, this is not how you are supposed to base yourcalculations.. This does not mean that the entire emphasis to make calculations, it is just meant to be sure that total funding here and for the life of the project andin NIRS shows the current amount for the fiscal year. >> The next field is type of activity and there are definitions in the data dictionary and they are self explanatory. I would just select this project for capacity building project. Core function, I will select performing direct research or a valuation and direct services. For areas of emphasis I will select quality assurance activities as well as a education and early activities. For target audience I will target trainees and professionals and paraprofessionals. For unserved or underserved populations, I'll select the project does not serve underserved and underserved population. >> Next the agencies that collaborate on the life of the project. This is an official for NCAB programs and their reporting to NCHB. A list of agencies is provided and again select as many of those as necessary or in the end you can select those collaborating agencies. This is a required field so it must be made. If there is no collaboration you must select that field. However, these required collaboration is involved in the project, so, if there is collaboration for the project then you must select the appropriate agencies rather than no collaboration agencies. >> Just select to agencies and as I mentioned this is random, there is no connection to be made whatsoever between the selections that I make. The next field is consumer presentation roll and I will select none for primary target audience geographic picture, this represents what area this project will cover and there are several selections and multiple selections can be made. I would just select original. Then, keywords, these are recommended to include a few representative keywords in this box for the purpose of the public search which is available on our website. >> After I go over the projects I will go to the public search website to show you exactly why it is important to make sure that you enter information here. I enter the particulars for this project and one last field available is project description. These are guidelines as to what you can enter here about the project. Definitely, you need to enter something relevant and useful for the purpose of public search and you are knowing in the future what the project was about. >> Finally, before we can say these records, you will see to have questions. In addition we are in the test center and aside from the main fields that are available in each data set, you can add your own fields that you need may find useful for their own data collecting purposes. >> Since we are just trying to test, we have the data set and we can set it is required or not required and I will show you later how to do this. >> So, I did a record for the project for this is clear. This brought me back to all of the records that we have in the center for the current fiscal year. The thing that can be obtained by going to the lease edit function in the project menu is to release everything for this current fiscal year and you know that by the identifier of that fiscal year because 2012. >> For our project that we just entered, we can click on use and we can use the record and all the information entered. You see all of the field and where I entered that it information, the money and dollar amount that I entered and your federal funding sources, and understate funding as well as all of the other selections that I made when I created this record. >> When doing this project, there are also several buttons available here at the top. These buttons may be helpful particularly when you want to bring a record from the previous year forward. You open up the record and it is filled in and you can make changes as you need. I'm would run a search engine you exactly how it can be run for previous years but I just wanted to show how the data goes back in and is available when you go into your record. >> Edit and delete are self explanatory. I think we can use the directory and say this project were like to make a change and save the rest. I will now show you the search function. This works the same way for all of the data sent. As I said, I would go back and look for a record from 2011 to bring it into the current fiscal year. Why would I be interested in doing this? The Mac that is because programs any times have projects that are over multiple years and you can very easily create a record for only the first year of the project is run and then use the same function to bring it into the current fiscal year and subsequent years. >> I look for all of the projects in fiscal year 2011. I will use eight near situation project --a NIRS situation project . I will use the save as button and what this opens up is the project records, with the information from the previous records which the only difference for the fiscal year is now 2012. This cannot we saying that it will always be the current year. Other than that, any selections need to be made they can be made. Otherwise, they return to the [ Indiscernible - heavy accent ] >> I would now be able to save the record because one required question is not complete. This can happen from year to year when new fields are added or when a non-required field becomes required. So, it is common that you get the error message and it is very easy to complete the field and then save the record. In D., this is a field that was added recently for the purpose of testing and these are edit fields. >> Another search that I would like to run is for a specific court granting -- grant funding amount. This summer I sent an e-mail about the court grant project records. I used to look for every center to see if they had entered the court grant project records and here's how you run a search. Select the fiscal year that you are looking for, the 2011. >> Then, I knew that the court grant amounts would be entered under ACD so, from 'when' I would go back down to the field and project funding source ACD and select equal to $425,000 which is the amount from last year and hit search. Currently there is an okay record in the center so nothing has come up. But, if the amount was entered in the record, that record would come up. >> To give you some more details about running a search, the search itself is similar to all data sets. When the fields you select from and they do differ from data sets in each data set you only have available the field that slides to the respective data. The second column is -- provide several options which you may find useful in different situations. Equals two is totally the most used but as you can see, there are several other options that you will find helpful, like blank, not blank, not equal to, greater than, less than, etc. It may not be clear what these options mean, and this is why we have a button here that reads quote need help". We have a separate definition for the search option. Depending on what you're looking for, you can find which of these options works best for you. >> Equals two is pretty obvious, blank, not blank, greater than, less than current, greater than Oracle two, less than or equal to, these will apply best to figures and states. Then the other list applies to figures or names or other fields that can have multiple selections. >> It begins with applies to [ Indiscernible - heavy accent ] And obviously if you enter just the beginning of the words you're looking for, it will bring up the words. And finally like and not like our options that you can use when you are looking for a certain word that is contained in a field or that is not contained in the same field. >> The last column available here is the following, where you will enter the dollar figure, the text are looking for, or depending on all of the field types, and I am trying to look for the core function now. Here is being core function and in this case several options are available if you look at the drop-down menu and then you can select one that is available. The same applies to other fields that are built in year. >> The explanations that are definitions are included under these fields. This search will work for your basic needs, looking for some records and search criteria or you can make a more complex search by adding fields in the same search. >> So, let's say I was looking for a project with a certain core function and a project with a certain target audience so was project that have the core function of the evaluation and the target audience is training and the program type is uses. This way several projects can be edited we can run a search. Typically nothing would come up because this is a pretty narrow search and you do not have everything entered in the criteria, but it is an apple of how you can add multiple criteria. Please remember that all of the criteria work with 'n' between them. >> The next function that is in projects is the sender's report. The sender report our reports that are provided for centers two years and they are organized based on the programs that you sent. On the left-hand side there is a column that reads all and these are reports that can be used by all programs. The second column contains reports that are designed for the just -- programs. Finally, this column lends to the accuracy and DTP and contains reports that are can to be used by NCHB training program. There is one report for the training set and there are definitely more and other data sets. >> I would just run a report to see how they work. So, clicking on the cycle the fiscal year box opens up and I will select the full year for 2011 because I think we have more records for that year. And then click to run report. The progress report includes title, it extract and project content. All of the records for 2011 are included in this report. The title as well as the year of the project -- report are mentioned here and again, the year is repeated after the report. >> If you would like to say this report, on the right-hand side in the upper corner, there is a .pdf icon that you can click on and the report is saved in a .pdf form that you can save or create so that you can use later. >> Going back to the center reports, at the end of this year fiscal 2011, there is a -- button in the box in this allows you to run a search for multiple years. So, let's say I want to find the records for both 2011 and 2012. I selected 2011 and I clicked on the possible and which brought 2011 to the drop-down menu and then I selected 2012. When I run the report again, it contains record from those fiscal years. This is reflected in the type of reports and this report is a bit longer because it includes all the records. >> These are the main things to show about the project data set and I will now move on to the activity data set. Looking at the menu, the options are the same and I will start again with activity records. Program type because I deferred the project I will select closed program and then activity one. I will reset the activity restriction and it is not required and it is helpful to you get to know but I will skip it or come next is the staff involvement and this is where you can select who are the people involved in the activity. >> The second drop-down menu provides all of the names that are entered in the activity this is -- specifics and I will show you later where those come from. Names can be selected from here and then click on this in the activity and then under names -- other names can be selected as needed. So multiple people can be added to this text box. >> If one name that you are looking for is not in this drop-down menu, the name can be typed in directly into the text box. This will not add the name to the drop-down menu, so, it will not show up here and not necessarily stay in the record, but it does need to be saved to the activity records. >> Moving forward, the core function is the activity that has the same options as the project records. The only difference is in project activities is that activities are targeted events. These contrasts to the project data sets will record information on very focused activities. This is why activities for the core functions as a single choice field where as for activities it was a multiple choice field. >> The different core functions here that train and trainees and technical assistance and performing direct under research or a valuation in developing and disseminating information. The finishes are in the data dictionary and time is too short to go over accessibility. Training trainees are activities designed only for trainees who are a rolled interactive demo programs. As the definition is listed in the program. Any other activities are for students who are not in your academic gowns are not training for trainees. This is a very specific definition. >> The second quarter function -- core has separate categories for TA or training. Depending on what is applicable for an activity and can be selected and for trainings there are more fields than our available and it needs to be completed. These are training methods and introduction and are provided in services and continuing education activity or credits offered and the primary target audience and the updates option. >> This is for anything injured under training activity. Any training that is not for students enrolled in your academic or grams. That is a key difference between these two core functions. >> The next core functions is direct services with direct income services and other director administration services. You may wonder why we chose to go over is being core functions here for activities instead of in the project data set, but it is actually more helpful here because there are more options for performing demonstrations services, these will open up depending on the selection may. So, for a directory of services, once clicking on this one, the participant demographic for opening it up where you can complete the name of the clinic, how many individuals were seen, as well as information on race, as in a city, an aging of clients. >> When this is completed you can click to go back to the main form or if the other choice is selected, other direct or demonstrations services participated in demographic form will open up with very similar fields. The field here is the number of consults or contact services and that we have number of individuals services provided, and again, fields to provide information about the race, ethnic city, an aging of clients. Performing research or evaluation as core function is self-explanatory for your annual evaluation activities. >> Finally, developing and disseminating information. This is for any product publications that your center has developed which are disseminated. This record is to be linked with product records and this is something that I will show you in a little bit. Just so you know, they are all linked. >> For the purposes of entering the activities, I will go back to completing the form for other direct center demonstration services. And I would say number of individual [ Indiscernible - heavy accent ] And then races of clients [ Indiscernible - heavy accent ] Five, five, five, five, and -- is five and five. >> Next is the type of activity and we have the same options as for projects with the difference again here is a single choice field. Woodward field which has a different project and has activities and is the same areas as for projects, but only one selection can be made. The next field is types of numbers of purchase defense. These are all the participants for an activity. However, these type in some numbers of participants and the form that I showed you earlier, with client directly equal to services and other director information services, these are not to beat completed at the same time. So, for activities with a core function of direct or demonstrations services, to type the number of persons is that fields, is to be marked as not applicable. Because, what happens is that these are participants for activities such as training or providing technical assistance and training services for the quarter function, whereas providing direct clinical services or other direct demonstration services, the individual things are the purchase thinks. The ones for which I just completed the Democratic information. >> I will leave this and market not applicable and move to the customer satisfaction. The customer satisfaction actions as for any 10% of the purchase is surveyed and 40% response rate is expected. This field needs to be filled in if this center was billing on these activities. If I select yes, then information needs to be entered into these fields. This whole section is not required if the center is not affiliated. It can be left blank as indicated and if everything is left blank. If I said I can get, then I do have to enter they can individual things and let's say that four were highly satisfied and four were satisfied, and this brings that total respondents to eight and that is automatically calculated in that field. >> This might be confusing because this refers to purchased event and may make you think about typing numbers of purchased event's. However, the terms here is used as a general title for participant activities that can be participants or the first quarter functions of training and performing training at the very same person can reference here can be the individuals or indicated individuals to be whom services were provided. >> The right selection would be made and only those participants are to be surveyed. The next field is agency is collaborating on the work of the activities for eligible not applicable. The next field is the primary affiliated project for two projects to be linked to activities primary affiliates and secondary affiliated project. I will select the one we just entered, project one to three and as you notice only the current year record are available for selection. Duration we will say not applicable, recurring activity, no, they can be entered if needed but they are not required. >> All of these fields are user edited so there is no need to worry about them. This is Brad is back to those added screens were the activity I just added needs to be received which is activity 1 and as you can see the new buttons are available when I click on the button I will now go through the same functions again as I did for the projects data sets. This same button can be used to bring the records from the previous fiscal year is into the current fiscal year. >> Very briefly I will show you the search and again, it looks very much the same. I just want to highlight the full year fields. All of the years options is available and I can just look for the activities that are titled activity 1 like the one I just edited in case I want to see if it was edited in the past. >> Sure enough, I find that there is a previous activity with the moral one record and these were obviously I did in the center with the same title, but in the case of your center it made me that the activity took place in multiple years if there are multiple records. >> The center reports for activities, the structure is the same for as for project. They are for all can projects and you can go through each report and there will be options to select fiscal year and maybe other options applicable to your search. >> With this, I will move to the product is that. I will go -- product data is that. The page look slightly different and that the product types need to be selected prior to creating the record and the reason for this is that data-entry forms differ or are customized for product -- >> On this page as I from being able to click to enter their respective product type, a redefinition behind each title provides the definition of all product types available. So we open up a window with a definition for all product types available. All product types available as well as what is included and what is not included in each category. It includes and excludes. On the right-hand side there is a column and there are figures with links and if you click on the link it opens up all of the records in the current fiscal year with their respective product type. >> I will adjust at a book record, but fields to differ by product type and you will have to go through the data dictionary for terms that are not included here and maybe extract for other product links. As for the data set in the fiscal current year to program [ Indiscernible - heavy accent ] So material type and title is entered for one, the author, is a drop-down menus standards and testing and I will select and click on this person and the person is listed in this text box. As I did for activities that, additional names can be typed in in the text box. I will not do this for time saved but the functionality is the same. Other types of field requires for land quarters. If I selected here, I do need to make a selection and I would just say that [ Indiscernible - heavy accent ] Is the right number and you can select one or more options. >> Publisher is a required field and I will enter a publisher. The latest publication required fields marks the year or just year can be entered. It is recommended that you and to the month if you have it available because it may be important for purposes of reporting to expedite services especially with respect to the restraining program. >> The University of Maryland Inc. waited in the HIV exported for. This is an field that is extremely important for training programs. We are on a data export and certainly with the electronic handbook, and what we did is to include in the export only the records that have selected here the appropriate fiscal year. So, for these current fiscal year's 2012, however, the save as function can be used to bring records into the current fiscal year. Because of that, duplicates can be an issue. To avoid exporting duplicate records to the electronic -- if you use the save as function to bring and all record to the current fiscal year, we need to select the appropriate fiscal year when that record went into the export. You have to use the data function to bring the fiscal year to 20 from 2012 into fiscal year 2012 we are entering now the records for fiscal year 2012 here as a selection should be fiscal year 2011. This will tell us not to include the records in the export for fiscal year 2012 because it was already included in the past year. >> It may be slightly confusing any of you have more questions you are welcome to e-mail me, but remember, this is important for the export and the year here is when you want to record exported. >> As I see this as a new product, I will leave 2012 selected. Target audience for this is explanatory and I will select the first option. The field for AP citation or vibes the same link as above to the drop-down menu of authors and does I selected Franklin as the same person here as author. These fields in your AP citation's help with creating the drop-down menu as authors and this is automatically added it and you can type in the correct -- the rest of the AP citation information. >> For the purpose of public search, as well as the brief description for the ACD public search up to 1000 characters and it will show up on the website. Also, the data export to the electronic handbook am of these fields are also important to use key words and brief description if you want to know more information about the product, as well. >> The next field is alternative format if anything is applicable you can select this. Finally, ordering information you can select it but it is not mandatory. I can save the record. This has brought me back to the listing of just one type of material. To see all records for the first fiscal year I went back to list edit and I can see the requirement that I just added. >> As I mentioned earlier, it is important for dissemination purposes to link activities and records. I'm so activity and product records. I will go back to the activities data fields and I will select -- and it which brings up all the records for the current year and I will just add it to records by total dissemination. For the core function collected is selecting and disseminating information. The record that I just edited is book one so I will select it to delete and again all of these records are only for the current fiscal year only even though that is not selected in this drop-down menu. >> I have selected it here and as you noticed to the right, the project record you need to link to future record is not available in the drop-down menu. You need to create the product records first and there is no way to create a product records from the activity record. Which is why I created the product records first and then went to activity records or I could have just edited it from scratch. >> If you click on go, this opens up the product records for the book that I just edited. We have an additional fields quantity disseminated for a kid that he dissemination. The dissemination here and is an asked Rick's here and I click save and this brings me back to the activity record where I now see this activity in book one. >> Certainly, more products can be added to activity record which is why the option is still available. For the purpose of this test, I will send the records and I do want to emphasize that creating these links between activities at the core function of information dissemination and product would be core function -- and product in general disseminated, it is essential for programs for their annual reports. In the the link is not created between activity and product records, the product will not be reported in the annual report. >> Certainly, it is much easier to create the link as you go better than wait for the end of the year to link all of your products to dissemination activities. >> The last option our reports. I will not go through reports because they are ready much the same. They are customized for each statement. I will move on to the goals data set. I will into the record and this data set is mainly used for -- programs because this is something that is included in the annual reports. Let's say that this is goal 5 and areas of activities and core function products these are more multiple choice questions, just like projects because goals can span multiple years as a idea for projects, I will select multiple years for each. >> I will give the goal a name, noting the edited and then for each goal, multiple objectives can be added. The number and descriptions are the fields available for that and please remember to number all objectives otherwise they will not be included in annual reports. The numbering itself is not important to the it just measures that the objective is year. So, objective number one, then save, and now there is a line for a different objective which has opened up. So I enter objectives 2 and the same thing can be done by as many objectives as you have for a goal. >> I say the record and again the same buttons are available and you can use the save as button. This data set in particular is where you will want to use the save as button to bring gold records from the previous fiscal years into the current fiscal year. Remember you go to search, select fiscal year 2011, select search, and then from here whatever record you brought into the fiscal year, you select save as and this will automatically create it as fiscal year 2012 and say these records which are easily can be edited as needed. >> The report function is the same thing as far as the other data sets. It is actually just one report because it is a simple data set. Before I go to directory, I will go back to trainees because they are also linked to some of the records and the data set that we have so far. >> The trainees I will open up the add records for training forum. I will provide the definitions here as I think it is important please remember that trainees are individuals in the centers training program. That training data set allows programs to keep track of all of their training. For each trainee there are several records that are saved. The main record with information that does not change much during the training program such as their basic information, one or more year records depending on the duration of the training and each year records contained information of all the training experience in their respective year in information may vary from year to year. Finally, follow-up surveys are also saved for trainees and the surveys are sent to trainees for one year, five year, and tenure completion of the program. >> The trainee form is the main trainee records, the one with information that does not change much. I will click on that and it listed Greer credential achieved and a list options. The contractors of the training is a required field or a required section. I have filled in the current address of the trainees and there is a permanent contact information for each trainee as well you can see the ad is. And then we move to trainee information, data birth, gender, race, ethnicity, all of these are required but they are self-explanatory and you have the definitions that explained the options. >> The next is admission title and is a required field and is important for training programs to report on and there are several options suggested in the dictionary that you can enter into this field. Certainly, those are not the only options, they are just provided as guidance. So, at the University for physicians and students as title and then the next field is personal relationship and disability. This is not a required field and can be entered if you have the information. The last two fields are information that comes from the training and annual training contact update so they do not need to be completed until that information is sent automatically from the survey. >> This is the question as I mentioned earlier this is the test centers so it is just a user edited field so it is not for you to worry about for your programs. It looks like this is a typical record. I will continue to add the record as a new trainee, however, please remember this is a good way to edit somebody's information. It is not recommended to do the same trainee at Jan. -- I can. >> Going forward this is the trainee fiscal year records and these records contain information pertaining only to the year records selected here. This is my 12 so even if the trainee is in your program for multiple years this will reflect information for this year only. [ Indiscernible - heavy accent ] Will be academic level, the trainee is enrolled in, not highest degree earned. So they be 2011 they received their doctorate, but that trainee is in the [ Indiscernible - heavy accent ] Not masters. The degree programs, anything that is applicable depending upon the program, PhD, basically select one as appropriate and if none of the options are good, there is also the option other and it is in alphabetical order. So it is not at the end of the list, so you can type in the text box the appropriate information. >> The current contact hours is for this current year. I will just select 65 and then you select status full-time or part-time, again this refers only to the training program as the box is mentioned. >> So, I will say it starts in September 2011 and ends in December of 2011. Next, the training type section, whether it is either or both. For the purpose of this I will say yes to both. You can select only one, however I have seen cases where no was selected for both. For the purpose of reporting, and the use of program or the length of program you do need to make a selection here. Regardless of the title here, these means the use of training. So, here if you have the program in your training your program this needs to be yes. >>[ Indiscernible - heavy accent ] Obviously for -- training and support select here. Upon completion, there'd training quality files long-term training or intermediate training. There are actually three categories for trainees admission he doing here in parentheses long-term training means more than 300 hours, intermediate training means between 40 hours and 299 hours included in a 14 and 199 and then for individual training program is less than 40 hours, their information should be captured in the short-term training data set. >> If you're trainee has reached the fourth selected then this section is required. The total is automatically activated and then for support type select what is applicable. If you see support here was no, then in the whole support section you need to select not applicable. However, you can enter a dollar amount and select appropriate. >> Products produced by this student this year, you can link an existing product, again, it needs to be a record already in the system. This will have saved the records so you can go back and say that -- save it. Also, if a student has presentations given throughout the year you can enter them here as using them as multiple presentations if applicable. >> This next section is all optional so I will skip it. I left the training type field that I just mentioned not completed. Now that I have made the selection, I can say the record. So, you see, I have just edited a new training. FMA to previously, this is the main training record with demographic information. This is the year record with information about a particular year. The training info site is the only one where year records for previous years can be edited in case you have a trainee for home that is not entered in the past, we can do it in the current fiscal year as well. The trainee is the add button, here, on the left-hand side. >> Missile open up a pre-populated form with all the information from the recent available records and the fiscal year here is automatically in the current fiscal year that for trainees, it can use a drop-down menu so you can select a different year and select save or make more changes if needed and this has created another year record. >> Also, if you have training -- trainees who are in your programs and the pastor you can run a search for them and then use the same field to add records for the current fiscal year. If you are due to the program I would highly recommend that you run a search by the trainee's name to be sure that the record has not been edited yet instead of re-creating a training record for someone who has already been entered in other years. >> For reports and long-term 70 info reports, this is a report that you would find very useful and run the reports from trainees. This is I mentioned earlier is about surveying former trainees. This report, long-term survey provides data coronation with all the information they need in order to survey former trainees. That terminal year, the name, mailing address, and is entered, e-mail, the survey login, and in this box, one, five, and 10 year runs there will be actual years the survey was completed. >> To have the trainee complete the survey, you need to provide them with their survey login and with a link for the survey. So, I just copied the survey login and then the trainees to survey instructions. This opens up the section in the gated -- I'm sorry the users guide with training survey information and since I am in the use data center, test Center, I'm sorry, I will select the link for land only and -- the links are customized for center type so you do need to look up the correct name for your program. >> That trainee collected appropriate center from the drop-down menu and enter the survey login provided and then click. This has the trainee follow-up survey. >> The first part is demographic information that is pre-fill from that record where the trainee can also update this information. Current place of employment and current job cycle are the two fields that were at the bottom of the record and are automatically populated from the trainee survey. >> To permanent contact information, it can be updated and -- is also provided. There is a question if you have completed the training program? This could be left up to other programs as applicable. If the trainee has not completed the survey, they can select null and to submit here if the training has completed, the they need to select yes and then the higher survey open the. These are questions that do need to be completed by the trainee and some of the questions in the data sets are required. They are marked with a green that I just highlighted. >> You can add your own questions to the survey if you like. Since I did not complete a survey, I cannot submit and this is all the trainee needs to do and they can click a submit. The same information for the survey is also provided in the paper form that I referenced when I showed you the resources on our website. >> Moving on to the directory, this is also known as -- and I will go to the S contact form I will not complete everything I would just go over the fields. Some in the beginning our self explanatory. Said you some things to note are that physicians in the field that required it is comprised of leadership, leadership administrative sets, primary activity quarter caters specialty resource contacts, and project program cleaning contacts. While there are multiple selections can be made between these sections, they all count for position. >> The next field that is important to the primary discipline and is certainly very important for NCHB programs because this is included in the export, for the respective cycles, they can be selected year. Additionally, there is a list of disciplines that can be selected. Please keep in mind that if you select geology, so for every discipline you collected needs to be reselected for in this list below because it is listed in the online directory maintain. The two do not work together at the center. >> The other sections that I went through were simple to complete. A few things to mention here if you are doing NCHB training, all these fields are required and they are self explanatory. Finally, administrative skills, this is where the program side for the member affiliation is selected. Then Inc. with this person in the NAHB upload. The data exports this cycle information and is exported from here to the electronic handbooks and certain profile needs to be included in the export, the yes button needs to be selected. >> This is they failed we go by and if no one selected the person will not be selected in the export. Finally numbers and the online directory we maintain only for this site and land programs, there are several options that are self explanatory and they are also attention provided in the data dictionary, but for stability we need to select display or for people who no longer work at the center, but whose records we need to keep for historical purposes, they can select in active. >> The last useful option in NIRS in the main product is -- there are several useful options. One is activity fax, this is where we need to go to add that advance that list staff and involvement field in the data. Projects and orders, but has brought me back to the directory data set and these are a listing of all of the directory entries. This is also where the project and product drop-down menus are seeing. So for any member to select a project or product they need me to have a record in the directory. >> Also, under administration, we have miscellaneous fields which are the users edit fields that I just mentioned. There are 10 fields for each data set that can be edited as needed. The last useful thing to know from this is the user login. This is where the assistant is managed. For a new class they do need a username and a password and all of these fields are required first and last name and university e-mail. Then there are different access levels that can be assigned. >> All of the access levels are defined under level for and these levels have all applied to data sets. All of them can be selected or either one or as many as you need. Only for the directory data set, those directories and in directory managers need to be set. >> I will briefly go back to the AUCD website and I know we are close to and dating and we may just go a few minutes over to tell you very briefly a few things. As I mentioned earlier, when we added project and products, they are all available online. And so, they are available for search. Going back to the NIRS page there is a link to search in the NIRS database. You can search all centers are one center at a time , you can center -- search products or centers. The record years for any of the years we have and then run a search by -- I will just leave the current by year and run the search for off-season to see what I did for this year. >> This is how the records are displayed, project, all projects, then all products. I will not scroll through everything and I do not need to show any center records right now, you should note that they are in alphabetical order and I just want to point out that it is very important and helpful to enter description for your project and product records so that the areas information here in the online search. >> Otherwise, the information is not useful for someone looking at your search to see what projects or products are developed. Those are important because that is where the search is drawn as well for the queue and heard [ Indiscernible - heavy accent ] In the title mentioned as well as in the description. Also in the keywords it is important to make sure that your records come up. >> There are several options to plant the display table and download search results in an Excel file. Or, you can select just a few records and download selected items. For times sake I will not go through everything, but I think this is pretty easy to work with. >> Getting to our homepage, we go to the directory and there is a display combined directory option. This will display the directory for all of the data sets and to all of our network members. I will select first program in the first space and this leads to the program information. Neck us to view program and I can see all of the statistics. This is where all of the information entered in the directory data sets will show a. >> The -- are linked and all the information entered in the directory for him is listed online. The more you want others to know about you the more you can enter in your directory profile. This online directory is extremely helpful at NIRS network , federal agencies as well as ACC all used the online directory to find stuff they are looking for. This is very important to have an up date it online directory for your program. >> They can bring it up using and has been helpful and you are welcome to ask more questionsas you work with NIRS . As I come back to the presentation itself, ithere are a few details about the iteration of NIRS . Becausee we are short on time, I will not read everything, but this is available as a PDF separately as well so you can find all of this information on our website and I will send a link out to all of our webinar registries. >> One less section that is important to remember is the reporting requirements for your program. Is the annual report that you send into ADD anit is July 30 us each year for NIRS and anything that goes to editing reports and for information as completing the annual report including where all of the data comes from you can use the annual report guide thatwhich is on the NIRS research page that ice rolled over in the webinar. It contains all the information you need to know for your and your report and it is exactly the same structure as the and/or report along with instructions on where it all comes from or what you need to enter to see the companies and/or report. When the annual report is completed, and it is a minute it goes through admin, reports, and then there will be a submit to ADD button and the upper left corner. >> We will definitely send out this information closer to the time of annual reports. This is just the information that is good to get anything out for July as well. >> For training programs that are linked to, there is no performance report our annual report submittedthrough NIRS but through the electronic handbooks that NCHB works with. To help complete their performance report, it each year and avoid entering things twice, we export that from years into to populate long-term training former training information, publications, staff formation. The main difference between NIRS in the electronic handbook is that in NIRS it is year round but the electronic handbook is only available for a few monthseach year before the reporting deadline. >> So with NIRS you have the chance to enter that for the whole year and have everything exported at the end of the fiscal year after the end of the fiscal year. The timeline of the export is yearly in the fall at and the specific dates are now each year and they come from NCHB. For some of the performance measures, center reports are provided in years under [ Indiscernible - heavy accent ] And they are suggested titles performance measured. There is the PM end of the title of the performance measure. Finally,if you have any NIRS question you are welcome to send me questions about entering data and reports or suggestions for improvement. You're welcome to e-mail me. For NCHB and if you have questions about the electronic can book and your reporting, just contact your NCHB project officer because they might have better information than I do. I am happy to answer must and does well as I know, but I may not always be aware of the answer. >> I did plan on taking questions but this time is over for this webinar, I do promise to follow-up with all of those who have less questions during the webinar. If you still have any questions, please e-mail or call me and I will happy to answer your questions. Thank you very much for being with us this afternoon and for your patience as we have gone over time. Have a nice remainder of your afternoon. >> [ Event Concluded ]