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Projects:  Accomplishments Module

4.1. General Rules

The Accomplishments Module collects information in two ways: 1) at the project level, and 2) at the Station level. Most accomplishment information is collected at the project level. However, information not tied to a specific project (including volunteer hours, NPDES permits, and some types of outreach activities) is collected at the Station level.

4.1.1. What is the purpose of the Accomplishment Module?

The purpose of the Accomplishment Module is to provide accountability for all activities conducted by the Fisheries Program, using congressionally appropriate funding and/or all other funding sources, and to document progress towards the goals and objectives of the Fisheries Strategic Plan.

4.1.2. Should all projects conducted at my facility be entered into the Accomplishments Module?

Yes, all activities (except construction and maintenance) conducted at your Station during the fiscal year should be entered into the Accomplishment Module, regardless of funding source (funding source is reported on the Funding Page, and may be split among multiple sources). All Accomplishment Module performance measure data will be included in annual roll-ups for GPRA reporting.

4.1.3. Should construction and maintenance activities be reported in the Accomplishments Module?

No, construction and maintenance activities are reported in SAMMS.

Exceptions: Demolition and other construction activities associated with fish passage or habitat restoration projects, facility enhancements that fulfill environmental compliance requirements, or capital improvements or equipment upgrades that directly facilitate recovery of listed species should be documented in FIS, not SAMMS.

4.1.4. Should my Project Leader review the station's Accomplishment records prior to the Accomplishments Module "lock-out" date for field stations?

Yes. The Project Leader is required to approve and "sign off" on the Accomplishments Module for his/her Orgcode. A data check error will be returned for Modules that have not been approved. Project data review/sign-off was added to FIS to meet requirements by the FWS Planning Office to ensure data quality and accountability.

4.1.5. What is the procedure for transferring projects from the FONS module to the Accomplishments module?

See this FAQ sheet. For fully funded proposals, all FONS proposal data is automatically migrated into a new Accomplishment project except for estimated performance measures and funding information. Partially-funded projects will generate an Accomplishment Project for the funded amount, and a new FONS proposal with the same name for the unfunded amount.

4.2. Fiscal Year Accomplishment Summary Page (Project Information)

4.2.1. How is the Fiscal Year Accomplishment Summary different from the project description fields under the Project Details section in the Accomplishment Module?

The Accomplishment Summary provides succinct information about what was accomplished during the fiscal year, where the project description fields under Project Details provides more in depth information regarding the project (typically entered once for multi-year projects). Although certain sections under Project Details would not likely need to updated each year (for multi-year or reoccurring projects), the Accomplishment Summary must be updated annually each fiscal year.

4.3. Plans / Tasks Page (Project Information)

4.3.1. Do I need to associate each accomplishment with a planning document and why?

Yes.  All accomplishments should reference at least one planning document (including mitigation). Draft documents may also be referenced (see Plans Module). This requirement is intended to show that the work is relevant, to demonstrate the broader fishery management context for the work you do, and to show partner/stakeholder support. This plays an important role in Performance Measure calculations. Task-based measures rely on the tasks identified within a plan to calculate how many tasks were accomplished by being worked on (for annual tasks) or completed (one-time) at your field station.

Note: In FY 2010, a programming change was made to the algorithm for AIS Performance Measure 12.2.13 (“Number of State/Interstate Management Plans supported…”) to prevent double-counting.  This change now requires each Region’s State ANS Management Plans to be specifically linked to an accomplishment in FIS (ideally each plan should have its own accomplishment in FIS).  The new algorithm does not require that a task is worked on, only that it is associated with the Accomplishment.

4.3.2. Where do the drop-down lists of Plans and Plan Tasks come from?

The drop-down lists of Plans and Plan Tasks are derived from the Plans Module.

4.3.3. How do I determine which plan to enter first (i.e. which plan should be considered the primary plan)?

While station-specific plans, such as HACCP plans are important and legitimate, especially as associated with QA/QC, a station-specific plan should not be referenced as the primary planning document or the sole planning document. Such plans may be referenced as secondary or additional plans. Always first reference the plan that demonstrates the relevance of the project in the context of broader fisheries management goals and objectives. A good rule of thumb is the plan that represents the highest authority most relevant to your activities and station mission.

4.3.4. May I associate more than one plan with my accomplishment record?

Yes, an unlimited number of Plans may be designated as relevant to the project.

Note: At least one of those plans should demonstrate broader project relevance and partner/stakeholder support. This plan should be the first plan referenced.

4.3.5. What if the Plan I need to reference does not appear in the drop-down list of Plans?

If a Plan associated with a project does not appear in the drop-down lists provided in the Accomplishment Module, contact your Regional FIS Coordinator. It is the role of the FIS Coordinator to determine whether the Plan should be added and to designate a “plan expert” to enter the plan. Once entered, the new information will be immediately available in the Accomplishments Module, within the drop-down lists.

4.3.6. May I enter a new Plan into the Plans Module if I need to reference it?

IMPORTANT: NO! You must contact your FIS Coordinator with a request to add a Plan to the Plans Module. The FIS Coordinator will review the Plan request and will assign a “Plan Expert” who will enter the Plan.  The Plan Expert will have the ongoing responsibility of ensuring that the Plan information is correct and remains current.

Note:  The Plan Expert could be you or another Station.

4.3.7. Why is the National Fisheries Strategic Plan not included in the drop-down list of Plans?

All work conducted by the Fisheries Program is assumed to be aligned with the Fisheries Strategic Plan.  You must choose the Fisheries Strategic Plan Objective most closely associated with your project from a drop-down list of Strategic Plan Objectives provided in the Accomplishment Module “Strategic Plan Objective” Channel. 

Note:  Contact your Regional FIS Coordinator to determine whether you are expected to reference your Regional Strategic Plan in the Plans/Tasks Channel of the Accomplishments Module (varies by Region - not all Regional Plans exist in the Plans Module).

4.3.8. Do I need to reference specific tasks conducted under the plan(s) I have chosen to associate my project with?

Yes. The Fisheries Program has Performance Measures that track Fisheries Program contributions towards plan goals and objectives at the plan task level. Tasks your station has been assigned, worked on and referenced in the Accomplishment Module roll up to Performance Measure reports that are an integral part of the Service's performance management and budget formulation and allocation processes.

Note: Although some of the State ANS Management Plans have tasks associated with them, many do not currently have associated tasks entered into FIS.  This was a conscious decision of the Regional AIS Coordinators and WO (tasks may be added in the future).

4.3.9. May I continue to reference a task that has been deleted from the Plans Module?

No.  A deleted task will no longer be available for selection by Accomplishments projects. However, before a plan expert may delete a task from the Plans Module, that task must be disassociated with all Accomplishment or FONS projects with which it is linked. This requires coordination between the plan expert and the owners of the projects that link to the task. Any plan expert deleting or modifying plan task(s) should notify his/her FIS Coordinator and, ideally, other stations that may be affected by the removal or change of that task.

4.3.10. How do I add a new task to an existing plan so that I can reference it in the Accomplishments Module? (i.e. I can't find the task I am working on in the drop-down list of tasks under the Plan I have chosen).

If a Plan Task associated with your project does not appear in the drop-down Task list provided in the Accomplishments Module under the Plan you have chosen, you may request your regional FIS Coordinator and/or the “Plan Expert” to add the required task. Once entered, the new information will be available in the Accomplishments Module, within the drop-down list of Tasks for that Plan.

Note: To contact the Plan Expert, click the "view" link next to the plan name on the Accomplishments Module "Plans/task" page. The popup window will provide the plan expert’s contact information. Optionally, go to the Plans Module, find the Plan you are interested in via the ad hoc report and view the Plan Expert contact information. Remember, you may also contact your FIS Coordinator with your request.

4.3.11. When would I indicate that I 1) "worked on" a task, or 2) "met" a task?

Some tasks allow you to indicate whether the task has been worked on, met, or both.

Worked on: A “worked on” task indicates it was worked on this fiscal year. One Accomplishment project may work on one or more tasks associated with the plan(s) of the project. Working on a task is synonymous with “implementing” that task but does not imply that you met the goals of or completed the task. Tasks that will recur on an annual basis (e.g. hatchery production tasks) will need to be checked annually as ‘worked on’, assuming the task was fully completed.

Example: Task 1 of the Red River Mgt. Plan states the Blue Creek National Fish Hatchery will produce and stock 200,000 salmon smolts annually. The BCNFH only produced and stocked 100,000 due to a well malfunction. BCNFH worked on this task but did not meet the task for this year.

Met: A met task is a yearly goal specified by the task that is "met" for that year. For example, if the task was to achieve a certain level of fish tagging. Only task types (Stocking: Marking/Tagging and Stocking: Post Stocking Survival) are available to be met. Met implies "worked on", but "worked on" does not imply met. The “met” language comes from Fisheries Strategic Plan performance measures.

4.3.12. How does the plan task information that I enter in the Accomplishments Module under the "Planning" page "roll up" to the Accomplishments Module's "Performance Measure" page?

Under the Accomplishments Module’s Performance Measure page, some of the performance measure information is auto-generated from information you enter under the “Planning” page, along with information from the Plans Module.

Note: The Accomplishments Module collects the numerator information (tasks worked on or met). The Plans Module collects the denominator information (sum of tasks of a given task type).  If more than one project identifies the same plan task in a given year, the task is only counted once in calculating the performance measure numerator, to avoid double counting of tasks and a percentage that exceeds 100 (see 4.4.2).

4.4. Performance Measure Reporting Page (Project Information)

4.4.1. Should all Accomplishments report performance measure contributions?

Yes, all Accomplishments should report progress on one or more performance measure(s). Exceptions may include:

  • Fish Passage or Habitat projects worked on, but not completed
  • Outreach activities that do not involve visitors or Friends groups

4.4.2. Is it OK to report accomplishments for any of the performance measures listed, if they apply to my project?

Yes, the Performance Measures apply to the whole Fisheries Program.

4.4.3. If I am reporting on a multi-year fish passage project or habitat project that is not yet completed, should I report "restored acres or miles" accomplished to date?

No. Restored acres or miles shall be reported only at project completion. For years prior to the year of completion for multi-year fish passage or habitat projects (for which no other performance measures apply), check the "NO PERFORMANCE MEASURE" box at the top of the Performance Measure screen.   This is not intended to discourage describing significant work completed that will ultimately lead up to completing the project in the annual Accomplishment Summary.  

4.4.4. Why are some of the Performance Measure Fields already filled in and why will FIS not allow me to enter data)?

Some of the Performance Measure information is auto-generated from information you have entered in other parts of the accomplishment module.

4.4.5. Can I trace where the auto-generated numbers came from?

Yes. You may click on any number within the Performance Measure Page and view how the information was rolled-up.

4.4.6. How are task-based Performance Measure data rolled up regionally and nationally?

IMPORTANT: The regional and national roll-ups of tasks reported in the Accomplishment Module for each measure will count each unique task only once regardless of how many times the same task is referenced in the Accomplishments Module by either one or more stations.

Tasks are rolled up both by Plan type and Task Type. Performance measures related to Recovery Plans roll up tasks or other data from Plan Type “Recovery” and Plan Type “Biological Opinion” (as designated in the Plans Module). Performance measures related to Mitigation Plans roll up tasks/other data associated with Plan Type “Mitigation”. Performance measures related to Fishery Management Plans roll up data from the following Plan Types: Fishery Management, Restoration, etc. (all remaining Plan Types).

Note: A comprehensive list of all tasks that have a Fisheries Program component must be entered into the Plans Module to be included in the denominator of performance measures by task type (See Plans Module, for plan/tasks entry guidelines, such as adding a task not found in the drop down list). A comprehensive list of plan tasks with a discrete, measurable, and clearly defined FWS Fisheries Program role will achieve a more stable denominator and provide a more objective assessment of Fisheries contributions to various plans.

4.4.7. How are all task-based measures that report "% implemented" calculated (e.g. % of Recovery Plan tasks implemented)?

The numerator reported in the Accomplishments Module (Plans/Tasks, worked on and/or met) is divided by the denominator from Plans Module and automatically calculated and entered into the Performance Measure Page roll-up reports.

4.4.8. How should I report outreach events as part of individual accomplishment projects or combined for the station?

Outreach events may be reported either way. You may create a separate accomplishment record for each event, or you may report outreach on the Outreach Page of the Accomplishments Module. All outreach performance measure information reported within separate Accomplishment projects will be rolled up on the Outreach Page, where you may also report additional outreach measures for your station (not associated with a specific project).

4.4.9. Why can't I enter volunteer hours in the Performance Measure Page of the Accomplishments Module when entering or editing a project?

Volunteer participation is no longer collected in the context of individual projects. You should report all volunteer information on the Volunteer Page of the Accomplishments Module.

4.4.10. Can I get a print out of all the performance measure definitions?

Yes. See the full performance measure definitions here

4.5. Funding Page (Project Information)

4.5.1. Am I required to report all sources of funding associated with my accomplishment record?

Yes. All funding should be reported, regardless of funding source (sub-activity codes provided). Multiple codes and associated funding may be entered.

4.5.2. Do we report all expenditures and obligations when reporting station accomplishments in a reporting year?

Yes. For the reporting year, include all expenditures and obligations in the appropriate accomplishment record.

Note: Accomplishments are reported by the station that receives the funding allocation. If a station “cross-charges” to another to complete some work, the station that is allocated the funds needs to report the Accomplishment activities.

4.5.3. How do I indicate that special Service program or initiative (e.g. National Fish Passage Program, AIS) funds were used for my project?

How do I indicate that national AIS funds were used for my project?

For accomplishments associated with AIS performance measures, AIS funding (if used) should be reported under 1341 (State Plans/NISA Act Implementation), 1342 (Prevention), or 1343 (Control and Management).  Please note that in FY 2011, these three subactivity codes will likely be combined into one subactivity (1336). 

How do I indicate that Subsistence Management funds were used for my project?

For accomplishments conducted with Alaska Subsistence Management funding, indicate 1334 Fish & Wildlife Assistance - Subsistence (S) funds. Do not indicate 1334 Fish & Wildlife Assistance without the special "S" designation.

How do I indicate that NFHAP funds were used for my project?

For accomplishments conducted with National Fish Habitat Action Plan (NFHAP) funding, indicate 1334 NFHAP – Habitat Assessment & Restoration . Do not indicate 1334 Habitat Assessment & Restoration without the special “NFHAP” designation.

How do I indicate that Fish Passage funds were used for my project?

For accomplishments conducted with Fish Passage Program funding, indicate 1334 NFPP – Habitat Assessment & Restoration . Do not indicate 1334 Habitat Assessment & Restoration without the special “NFPP” designation.

4.5.4. Should I indicate partner contributions to the project?

Yes. Partner funding should always be reported. Report "actual" funding that has been expended in a given fiscal year, and "in-kind" contributions (such as staff time) separately, in the fields provided. Any partner funding not expended in a given fiscal year should be reported in subsequent fiscal years.

4.5.5.  How do I record an accomplishment for a funded FONS project?

Funded FONS projects are “upgraded” by your Regional FIS Coordinator to the Accomplishments Module and will appear in the list of Accomplishment projects for the originating facility.  The upgrade process establishes a link between a FONS and an Accomplishment.   Do not create a new Accomplishment record; this will result in a duplicate entry and will not provide a link to the original FONS project.

Note: If you have obtained funding for, and plan to initiate or complete work on a FONS project w/in the fiscal year, and the FONS has not been upgraded to the Accomplishment Module, contact your Regional FIS Coordinator. 

4.5.6. If my Accomplishment project is a funded FONS project, is this indicated anywhere?

Yes. The FONS Funding History is displayed in the Accomplishment Project “Home” page in two places:  1) under the Accomplishment Project heading, and 2) under “FONS Funding History.”  

See 4.4.5. for information on “upgrading” a FONS project to an Accomplishment project.

4.6. Partners and Friends Groups Page (Project Information)

4.6.1. Should I list partners on the Partners and Friends Group Page that have not contributed funding?

Yes. The funding page captures information regarding partner funding contributions to the project (direct and "in kind"). The Partners and Friends Groups Page allows you to enter additional partners that contribute to the project, regardless of funds contributed.

4.7. Species / Populations Page (Project Information)

4.7.1. Am I required to indicate a primary species benefited for each accomplishment project?

Yes, this allows species- (and species status-) based summaries of the work the Fisheries Program does. This information is useful for Regional and National level briefings for stakeholders, partners, and Congress. Roll-ups of Fisheries Program activities by species status are also required for reporting in the FWS Strategic Plan.

Note: Some projects benefit multiple species, and you may indicate this by selecting the 'Multiple' species option. However, be aware that this selection (multiple species) registers a null value in the performance measure counts. Therefore, a better option might be to select one of the "multiple species" as primary and add the others as secondary species. Check with your Project Leader and/or Regional Office to ensure that funding for your project was not originally appropriated for the benefit of a particular species as that species should be chosen as "primary".

4.7.2. Am I required to indicate a primary population as well, and/or a secondary species?

Yes. In addition to identifying a primary species for the project, you should designate a primary population, if applicable, and any secondary species/populations that will be affected by the project. In some cases the same species identified as the primary species may have both primary and secondary populations; these should be identified by selecting a species as both a primary and a secondary species with a primary and as many relevant secondary populations, respectively, as can be listed. FIS users are encouraged to include as many discrete species and populations benefiting from a project as possible. The ‘Multiple Species’ or ‘Multiple Populations’ features should be used sparingly as these selections register a null value in the performance measure counts.

4.7.3. Why can't I find invasive species on the species list?

Invasive species targeted by a project should be reported under the "Nuisance Species Managed" field on the same page. This allows you to indicate the nuisance species your project targets, and also the native species benefited by your work.

4.7.4. Are native species that are problematic outside their normal range included in the list of “Nuisance Species Managed"?

Yes, a species native to one part of the U.S. is not necessarily native nation-wide and thus is potentially invasive outside its native range. This list allows your station to report its activities related to the control or eradication of problematic native species as well as non-natives. Species that are native to the U.S. are specially designated on the AIS list by the "outside their native range" qualifier following the species name (e.g. Atlantic menhaden - outside its native range).

Note: Inclusion of native species on the FIS AIS list as "potentially invasive" does not imply that control/removal is called for.

4.7.5. Why do I see only a limited number of species on the drop-down list?

The species that appear as choices in the drop down lists are "customized" for individual stations to avoid scrolling through long lists. If a relevant species is not listed, a user may switch to the "Station Profile" Module and edit (add or delete species) their station's species list.

If the species is not in the drop-down list under the Station Profile (i.e. not in the FIS master species list) then contact your FIS Coordinator.

4.7.6. After I enter a species, do I also have to indicate a population?

Yes, the wild population benefited should be indicated, if known. For mitigation projects, species level information is adequate (hatchery strain data is collected in the FIS Distributions Module).

4.8. Project Details Page (Project Information)

4.8.1. How does the Project Details Page and its sections differ from the Fiscal Year Accomplishment Summary?

The project description is typically entered once. There is no need to update this information annually for multi-year or ongoing projects. The fiscal year accomplishment summary describes the annual work completed on multi-year projects and should be updated for the current fiscal year. The Accomplishment Summary should be written in past tense.

4.8.2. Do I need to break down the project description into the five fields provided?

Yes. You should use all of these fields (project Importance, Problem, Objective, Method, and Additional Information) to enhance your project's representation in reports and summaries. These first four fields were provided to assist you in writing better project descriptions and all four should be used for all new projects. FIS users should be aware of the character limitations under each of the four fields, and should not repeat information from the first four fields into the ‘Additional Information’ section.

FIS users are encouraged to annually review any data in the ‘Additional Information’ field to update any relevant or changed information. Users should determine if any new information should be added or old information changed or deleted in this section, particularly if the ‘Additional Information’ section outlines discrete, specific actions that may have changed from one fiscal year to the next.

4.8.3. Who is a Project Lead?

Project contact person must be a fulltime permanent employee with the Service. It is up to the discretion of the Project Leader as to whether he/she wants to be the one contact for all projects or designate a project lead. The person who is listed as the project contact must be knowledgeable as to be able to answer inquiries regarding the project.

4.9. Strategic Plan Goals Page (Project Information)

4.9.1. Do all accomplishment records need to be associated with a Fish & Aquatic Conservation (FAC) Strategic Plan goal?

Yes. The FAC Strategic Plan (2016-2020) provides guidance for work conducted by the Fisheries Program. The FAC Strategic Plan was developed with partner/stakeholder input and defines FWS roles and responsibilities in fish & aquatic resource conservation and management. Each accomplishment record must be associated with a "primary" Strategic Plan goal (goal most relevant to the project).  If a project addresses additional goals of the Strategic plan, one or more "secondary" goals may be selected, as applicable.

4.10. Pictures (Project Information)

4.10.1. Am I required to attach a picture to an accomplishment project?

No, only Fish Passage projects must attach before/after pictures when reporting final accomplishments for a project at project completion (Fish Passage Policy). Pictures are encouraged, however, for all projects.

4.10.2. If my project is not Fish Passage, may I attach pictures?

Yes, pictures may be attached (uploaded) to any project. Note: Attached images may be subsequently downloaded from any FIS project and used by any FIS user (w/proper photo credit).

4.10.3. Are there specific requirements for attached pictures?

Yes. Requirements include:  

1)  Picture Format:  Acceptable file types are: jpg (preferred) png, or gif. Images should be of 300dpi resolution, minimum. Photo credit must be included (name, affiliation).

2)  Pictures in which minors appear:  Stations that upload images of minors (under 21) are responsible for maintaining Photo Release forms (FWS Form 3-2260). 

 4.11. Project Leader Sign-Off (Project Information)

4.11. Project Leader Review / Sign-Off

4.11.1 Does the Project Leader have to sign-off on the Accomplishment Module submissions for the Station?

Yes. The Project Leader must review all projects prior to "signing off" (approving) the Accomplishments Module submissions for your station. Project Leaders "sign-off" of the Module must occur to pass the missing data check at the RO level. However, use of the missing data check at the field station level BEFORE project leader sign-off is a valuable field manager quality assurance/ quality control feature and may avoid the RO calling about missing data.

4.12. Volunteer Reporting Page (Station Information)

4.12.1. Where do I report volunteer hours donated to my station?

Each station will report volunteer hours in the Volunteer Page of the Accomplishments Module. Information on this Page will be rolled up nationally and provided to Refuges, as required. Total volunteers should be broken down by category, as required by the Service’s Volunteer Coordinator, to report to Congress. Associated costs, staff time, and highlights are also recorded on this page.

4.13. NPDES Reporting Page (Station Information)

4.13.1. Does my station need to enter information under the National Pollution Discharge Elimination System (NPDES) Page?

Report permit compliance only if your station operates under one or more NPDES permits.

4.13.2. Should my station create a separate accomplishment record to report NPDES compliance?

No. Compliance information for performance measure reporting will be derived only from the NPDES Page under the Accomplishment Module (a summary of NPDES information for your station is entered). Your station’s information (as entered in the NPDES Page) will be automatically “rolled up” to the Performance Measure Page.

4.13.3. How is compliance defined for NPDES reporting purposes?

In compliance: A station is "in compliance" with one or more NPDES permits if it has consistently met permit requirements throughout the year.

Out of compliance: A station is "out of compliance" if permit violations have occurred during the year and have not been resolved (as tracked in EP’s Integrated Compliance Information System Database (ICIS)

4.14. President's Budget Request Page (WO Information)

4.14.1. What is the purpose of the President's Budget Request Page?

The purpose of this link is to allow input of FONS project tracking information to facilitate accountability for funded FONS projects at the WO, RO, and field office levels.

4.14.2. Who enters information under the President's Budget Request Page?

The WO or RO FIS Coordinators enter the funding requested in the President's Budget Request (as appended FONS projects), along with the funding actually received (as a budget increase) to assist WO, RO, and Field Office users to easily track this information.

4.14.3. Where is this FONS tracking information viewable in FIS?

FONS tracking information is viewable in the Accomplishments Module under the Funding link, by project. Funded and un-funded projects from the President’s Budget Request will be archived annually.

4.15. WO Performance Measure Page: AIS Performance Measures

The following performance measures are not associated with individual projects and are reported by the WO:

Note: Performance measures associated with Condition Facility Indices are captured in the SAMMS database.

  • # of aquatic invasive species populations controlled/managed - this is a count of the total number of populations on which the AIS program expends funds.
  • # of public awareness campaigns conducted and supported – this is a count of public awareness campaigns (Stop Aquatic Hitchhikers and Habitatitude) that are developed and managed from the Washington office.
  • # of technical sections of animal drug applications submitted for fish and aquatic populations

4.16. Missing Data Check (Home Page)

Do I need to run the missing data check?

Yes. The missing data check searches for missing data in required fields. The missing data check should be run before the Project Leader content review and sign-off for station data, and by Regional FIS coordinators for regional data prior to ARD review and sign-off to ensure that the data is error free and approved.

 

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