Optimizing UC ANR Project Board for Effective Reporting
Explore the purpose, outcomes, and timeline of the UC ANR Project Board, designed to streamline data entry and accessibility. Gain insights into using Project Board information effectively for academic and administrative purposes.
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Presentation Transcript
Kit Alviz and Chris Hanson, Program Planning and Evaluation Project Board Training (ANR M+P) David White, Affirmative Action Jon Wilson, Web Applications Team Mark Lagrimini, Vice Provost November 5, 2020 from 10:00-11:30 1. Provide your first and last name (hover over your name in participants window, click more, rename) 2. What is your favorite brand and flavor of tea? (Looking for new black tea recommendations)
Desired Outcomes Participants will have: Understanding of the structure of Project Board Experience with interacting with new Project Board reporting checklists Understanding of UCCE academics examples, best practices, and lessons learned for contact reporting in Project Board.
Project Board Purpose Reporting system that aims to reduce duplicative data entry efforts and make data accessible for multiple purposes. Replaced DANRIS-X, CASA, and Academic Online Program Review. Designed to manage information for the following purposes: Academic Merit and Promotion Accountability Advocacy Efforts
Timeline Academics with ANR merit/promotion processes: Project Board is open all year and records information for multiple years November: Begin compiling AE/M/P packages February 1, 2021: Due date in Project Board Academics with campus merit/promotion have a different timeline
Agenda 1. Welcome by Mark Lagrimini (5 min) 2. Examples of how Project Board data is used and other updates (5 min) 3. Logging on and getting started (5 min) 4. Reporting checklist, demonstrations, Q&A (70 min) 5. Reflection and feedback (5 min)
System Highlights Designed with academic and administrative input with iterative testing Modern user experience; more dynamic than old system What s Happening in Cooperative Extension search tool more functionalities coming soon Civil rights compliance reporting is integrated with Extension Activity reporting Ongoing improvements to Interfolio and dossier exports Archive button clarified Archive/Delete Excel and MS Word exports added
UC ANR Uses of Project Board information UC ANR's federal plan and report of work (almost $8.5 million) included information from themes, projects, activities/contacts, FTE, publications, and statewide program information UC ANR's contributions to the UC annual accountability report, sustainability report, and Office of the President budget reports Program planning & resource allocation (to replace Taxonomy and Personnel System) Legislative/External Requests Compliance with federal requirements to maintain funding levels (multistate!)
UC ANR Vice President Kudos to academics for giving us these impact stories. Thanks to your work and the organization s work in developing the public values, we now we have a straight forward easy way to understand our impact. These are what captures stakeholders, lay audiences, legislators, and policy makers at all levels. They want to know what s in it for them. -Glenda Humiston
Ad Hoc Queries of Project Board 2019 Strategic Communications to identify impact stories and numbers to put on impact bars, hero tiles, and focus area webpages. Research and Extension Center outcomes Groundwater diversity, equity, inclusion efforts Animal science and youth development (non-4-H)
Annual County Reports Includes Project Board and Statewide Program data for all academics/programs assigned to county FY18 and FY19 county reports completed FY20 county reports ETA July 2021
Logging on Widget on ANR Portal top right side Browsers: Chrome and Firefox - SUPPORTED Microsoft Edge and Safari Hit or miss Internet Explorer DO NOT USE
Structure Activity Activity Activity Project Activity Activity Activity Activity Theme Activity Project Project Activity Activity Activity Activity Activity
New Academics Project Board User Manual Getting Started
Reporting Checklist THANKS 4-H YD ADVISORS FOR FIRST DRAFT!
Five Must-Dos Every Year by Feb. 1st [ ] 1. Program outcomes and impacts [ ] 2. Clientele group(s) baseline [ ] 3. Extension activities and contacts [ ] 4. All Reasonable Effort (A.R.E.) [ ] 5. Publications 6. Optional elements in Project Board Tips for organizational reporting
Todays Focus: [ ] 1. Program outcomes and impacts [ ] 2. Clientele group(s) baseline See Oct. 13th training [ ] 3. Extension activities and contactsSee also Nov. 2nd training [ ] 4. All Reasonable Effort (A.R.E.) See Oct. 22nd training [ ] 5. Publications 6. Optional elements in Project Board Tips for organizational reporting
Activity Instructions Open your reporting checklist Read section [ ] 1. Program outcomes and impacts Spend ~10 minutes reviewing 1+ training material provided Demo and Q&A begins at 10:42
On your own time [ ] 2. Clientele group(s) baseline Watch Oct. 13th training recording and review examples on your own time
Activity: Take a few minutes to read section [ ] 3. Extension activities and contacts Note the new resource hyperlinked: observation to estimate group demographics On your own time, watch Nov. 2nd training recording and review more examples Brief demo starts at 10:57 Group discussion of COVID-19 Guidance
On your own time [ ] 4. All Reasonable Effort (A.R.E.) Watch Oct. 22nd training recording and review more examples on your own time
Demo Demo of [ ] 5. Publications Q&A
Logging on Widget on ANR Portal top right side Browsers: Chrome and Firefox - SUPPORTED Microsoft Edge and Safari Hit or miss Internet Explorer DO NOT USE
Demo 6. Optional elements in Project Board Tips for organizational reporting Q&A
Civil Rights Compliance Lessons Learned Delete clientele group(s) that you are on longer serving or add a compliance note for FFY19 about why that group is not active; otherwise that group will be considered out of compliance. If you have an organization clientele group type, you must report contacts against it by creating an Extension Activity many had 0 org contacts. Must report at least one of at least 3 of the 4 A.R.E. types to be considered in compliance by A.R.E.
Explore feature TIME PERMITTING
System built for multiple purposes Academics: Dossier export Organization: Outcomes reporting, advocacy Academics: Dossier export Everyone: Collaboration, advocacy Academics: Dossier export Organization: Outputs, contacts reporting, civil rights compliance Everyone: Collaboration, advocacy Themes Projects Extension/ Research/ Creative Activities
Reflection ACTIONS? IMPROVEMENTS? FEEDBACK?
Feedback please! CHAT: HTTPS://UCANR.CO1.QUALTRICS.COM/JFE/FORM/SV_2MFWRFIQFRP ELNV
Contact Information Help site: http://ucanr.edu/sites/ProjectBoardHelp/ General Project Board and Program Planning and Evaluation questions: Kit Alviz (kit.alviz@ucop.edu) or Chris Hanson (christopher.hanson@ucop.edu) Civil Rights Compliance/Affirmative Action questions: David White (dewhite@ucanr.edu)
Next Steps Priorities for SFY21 Move away from rollovers for clientele group compliance status, dossier export, AE/M/P actions; allow users to see snapshot for each FFY Continue modifications to Project Board to reflect changes to AE/M/P guidelines Explore tool: Ability to search by academic name, project fields, multiple keyword searches Increase user efficiency (more time stamps, adding emeriti to ANR collaborator search, add additional ways to report attendance without demographics) Increase retrievals and enhance dashboards for administrators Limited budget and resources, but continue to submit issues/bugs!
