Regional Only
Contents
1. 29 55 Logout Use the year dropdown next to the name of your university on the top right of your screen to select the appropriate year and click OK to confirm that you want to switch to that year Online Help Desk VebNEERS Manuals iLcom Region User 29 43 Logout ire 2013 Note The screenshots above show 2013 as an example However you can select any year you wish to return to Download data export files or view print reports as needed Use the year dropdown next to the name of your university on the top right of your screen to return to the current year to ensure that new data is entered into the correct database Note Itis important to make sure step 5 is completed otherwise Region Level users run the risk of entering data into the incorrect database This is especially true for SNAP Ed users given that WebNEERS data is not submitted and therefore previous year data is not locked2. desk In your message be specific about which region had migration errors and what the migration errors were At the bottom of the screen click the Return to Home Screen button To migrate additional regions repeat steps 2 through 9 Make sure you do this before moving on to Part Il Part II Move into the New Reporting Year 12 From the home screen use the year dropdown at the top to select the new year Online Help Desk VWebNEERS Manuals Lcom Region User 28 50 Federal Test Institute Midlands Note This screenshot shows 2014 as an example However you should select the year you want to move into 13 Click OK to confirm that you want to switch to a different year Note If you get a message that the region you selected is not part of the new year click OK or Cancel to continue and then notify your Institution Level contact and request permission to move into the new year 14 If you migrated your data in Part I a Click on Manage Adults and confirm that your adult data transferred properly If not make a note of what is wrong with your data and notify your Institution Level contact He or she can contact the help desk if needed b Click on Manage Youth Groups and confirm that your youth group data transferred properly If not make a note of what is wrong with your data and notify your Institution Level contact He or she can contact the help desk if needed Note If you did not
3. migrate your data you can do so later by following the process above in Part I see p 5 6 to combine any newly entered data with data that migrates forward At this point the region setup for the new reporting year is complete Region Level users can add new adults youth groups and staff and they can edit migrated adults youth groups and staff Instructions on the regional system are available in the WebNEERS User Manual on our website or within WebNEERS in the WebNEERS Manuals section Region Level subgroups filters public assistance programs and defaults from the previous year should be available for use as well as any Institution Level subgroups filters public assistance programs and additional checklist question sets The Delivery Sites Partnerships chart will be zeroed out and the Program Impact from the previous year will be removed Access Previous Year Data and Reports At any point Region Level users can return to a previous year to download their data export files or to view print reports Instructions are below Note Institution Level and Region Level users do not have to be attached to the same year at the same time The system is set up to accommodate users being attached to different years Users can also move back and forth between years at any time 1 2 Log in as a Region Level user If needed use the region dropdown to select the appropriate region Online Help Desk VWebNEERS Manuals Lcom Region User
4. you should select the year you just completed On the home screen under Data Management click the Migrate Data button If the Migrate Data button is grayed out you do not have permission to migrate data Notify your Institution Level contact and ask him her to give you permission to migrate In the dropdown under Data Migration select the year you want to migrate your previous year s data into Data Migration Note This screenshot shows 2014 as an example However you should select the new reporting year If you are unsure what it is ask your Institution Level contact e If the screen says There are no reporting years that you can migrate this region data into at this time or if the year isn t listed in the dropdown notify your Institution Level contact and ask him her to give you permission to move into the new year e Ifthe year is listed but it says Already Migrated the migration for this region has already been completed skip to Part II see p 7 Note data migration can only be completed once per region Click on the Migrate button Note The migration process can only be completed once Therefore it is important to make sure your previous year s data is accurate and complete before confirming the migration Click OK to start the migration or Cancel to cancel it After the Migration is complete you will see a Migration Report If any items were unsuccessful notify the help
5. WebNEERS Supplemental Instructions End of Year Processes Regional Only Contents Verify Accuracy and Completeness of Data EFNEP amp SNAP Ed ccccssssecesssessseeesssecssseecseeeeseaeesssaesseneeseas Data Submission EFNEP Ony s2cccsiae sascecesceessaceviavessedetncien sancdves a a E a S DeadlihNe priae eea aa a renee E cece coer EE cer eer rece E ree rece erence SUIT Data deep eaaa oiea e a Ee a i ea E A Revise Dal deoime teno R a R A Setup Region s in the New Reporting Year EFNEP amp SNAP Ed c cccssccsssecssccesssecssseecsseeesseeessaeeseneeeeaees Part l Migrate Data siic icavsccecgieccaescucccecgicie ies shuccdcegannetee E EEE E Aa E E E EE a Part Il Move into the New Reporting Ye ar cccccccssscccsssnecesseeeceeseeeecseeneeecseseeaeceseeeeececeeeaeesseeeaeeseeenaees Access Previous Year Data and Reports cccsscccsssssececseneececseeeceeeeaaececeeeaececeeaaeceseeaaeeeeeeaaeeseeeaaeeeeseaaeeeenaas Verify Accuracy and Completeness of Data EFNEP amp SNAP Ed At the end of the year it is important to review your data prior to submission EFNEP only or prior to setting up your regions in the new year EFNEP amp SNAP Ed This will ensure that data is accurate and complete and that errors do not carry forward into the new year Steps for Region Level users are outlined below 1 Login asa Region Level user 2 Confirm that all data is entered accurate and complete 3 Click on View Adult Error
6. aduated without an entry and exit recall but that may not be a requirement for SNAP Ed Having errors listed on the View Adult Youth Staff Errors pages will not prevent your Institution from submitting data EFNEP only or prevent you from setting up your regions in the new reporting year EFNEP amp SNAP Ed Data Submission EFNEP Only This section is for EFNEP users only SNAP Ed data is submitted to the Food and Nutrition Service FNS not NIFA and thus SNAP Ed users can skip this section They should follow FNS protocol for end of year data submission Deadline Each year EFNEP data must be submitted to the National Institute of Food and Agriculture NIFA via WebNEERS on or before November 1 This is done by Institution Level users Region Level users should work with their Institutions to determine their deadline for completing data entry Submit Data Data submission sends forward adult youth group and staff data minus personally identifiable information Region Level users do not have a submission process regional data is always available at the Institution Level At the point that Institution Level users submit their data regional data for that year is locked Region Level users can still run reports and add edit subgroups filters public assistance programs and defaults but they cannot add edit adults youth groups or staff Adults youth groups and staff in the new reporting year new ones or those that are carried
7. forward cannot be added or edited until the region has been setup for the new reporting year Note Region Level users may still be able to add edit the Delivery Sites Partnerships chart and Program Impacts because those are part of the Annual Update section which is completely separate from the adult youth group and staff data in terms of submission migration Revise Data If your Institution s data submission is marked Needs Revision the Institution Level user will notify Region Level users so he she can address any issues Instructions are below If your Institution s data submission is marked Approved you can skip this section Note As soon as the Federal Level user marks your Institution s data as Needs Revision the Region Level data entry screens for that year are unlocked This allows you to add edit adults youth groups and staff as needed 1 Login asa Region Level user 2 At the top confirm that the correct region is selected e If not use the region dropdown to select the appropriate region Online Help Desk WebNEERS Manuals Lcom Region User 29 55 Logout y D Midlands 3 Atthe top confirm that the previous reporting year is selected e If not use the year dropdown to select the appropriate year and click OK to confirm that you want to switch to a different year Online Help Desk VWebNEERS Manuals icom Region User 29 43 Logout Note This screenshots show 2013 as an e
8. on Level subgroups filters public assistance programs and defaults Existing staff and volunteers as well as Institution Level subgroups filters public assistance programs and additional checklist question sets are available to the region as soon as the Institution Level user completes the steps to include the region as part of the new reporting year This means Region Level users can access certain items whether they complete the steps for migration or not Note You can skip Part I if you do not wish to bring any regional data adults youth groups subgroups filters public assistance programs defaults forward from the previous year or if the Institution Level user has asked you to wait to migrate your data until the previous year s data has been approved by the Federal Office EFNEP only 1 Log in asa Region Level user 2 At the top confirm that the correct region is selected e If not use the region dropdown to select the appropriate region Online Help Desk VWebNEERS Manuals Lcom Region User 29 55 Logout y D Midlands Federal Test Ipsti 3 go 10 11 At the top confirm that the previous reporting year is selected e If not use the year dropdown to select the appropriate year and click OK to confirm that you want to switch to a different year Online Help Desk WebNEERS Manuals icom Region User 29 43 Logout Federal Test lt a Note This screenshot shows 2013 as an example However
9. s a If there are adults listed complete steps b through f If not skip to step 4 b Review the error type Click the icon to open the adult record Fix the issue s Click Save to save the changes you made or Cancel to exit the record without saving Repeat steps a through d for all adults on the Adult Errors page hoan 4 Click on View Youth Errors a Ifthere are youth groups listed complete steps b through f If not skip to step 5 b Review the error type Click the icon to open the youth group record Fix the issue s Click Save to save the changes you made or Cancel to exit the record without saving Repeat steps a through d for all youth groups on the Youth Errors page gt oan 5 Click on View Staff Errors a If there are staff listed complete steps b through f If not skip to step 6 b Review the error type Click the icon to open the adult record Fix the issue s Click Save to save the changes you made or Cancel to exit the record without saving Repeat steps a through d for all staff on the Staff Errors page gt oan 6 Complete any additional steps as required by your Institution Note all relevant Adult Youth and Staff errors should be fixed any listed that are not actually errors can be skipped e g a SNAP Ed user may get an error that a person is marked as gr
10. xample However you should select the year you are required to revise Make revisions to adults youth groups and or staff as needed 5 When you are done making revisions notify the Institution Level user 6 If you changed the year to make revisions make sure you use the year dropdown to return to the appropriate year before entering any additional data Setup Region s in the New Reporting Year EFNEP amp SNAP Ed After the Institution Level successfully starts the new reporting year he she should work with Region Level users to setup their regions This is multi step process only needs to be completed once per year per region This means only one user per region needs to complete the steps below each year Part I Migrate Data Data Migration is the process WebNEERS completes when it reviews your existing database removes those records that are only part of the previous year and moves those records that are part of the new year into the new reporting year s database So for example if you created the FY2014 database the migration process would remove those adults and youth groups that exited the program on or before 09 30 2013 and it would carry forward those who entered the program or who exited the program 10 01 2013 or later The following data migrate forward e Adults who are part of the new year including their recall and checklist data e Youth groups which are part of the new year including their checklist data e Regi
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