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Partners for Fish and Wildlife Program

and the Coastal Program:

Instructions for Reporting Accomplishments FY 2017

 

A.  Habitat Information Tracking System (HabITS) End of Year Reporting

 

All accomplishment data will be compiled from HabITS. All Regional data must be entered into HabITS by COB September 1, 2017.   This deadline allows enough time to complete the national QA/QC process prior to the close of PTrac on October 3, 2017. 

 

Key Data Entry and QA/QC deadlines for the FY2017:

 

https://mail.google.com/mail/u/0/images/cleardot.gif September 1, 2017

Deadline for Field data entry into HabITS.  All accomplishment entries started or marked “completed” after this date will automatically be counted in FY18.  Please make sure you have marked all completed accomplishments correctly before the September 1st deadline.  THERE WILL BE NO EXCEPTIONS MADE FOR LATE ENTRIES.

 

**When an accomplishment is marked “Completed”, the user is prompted for a “Completion Date”.  This will cause an automatic default to the appropriate fiscal year (Accomplishments started or marked “Completed” with a completion date after September 1, 2017 will roll up in FY2018).

 

**This validation rule is critical because a strict deadline for field data entry allows for QA/QC of entries and proper National Performance reporting. 

 

 

September 11, 2017

Deadline for Washington Office QA/QC data review. Regional Coordinators are provided with a list of “flagged” accomplishments that require additional explanation.   Coordinators will also be provided with a validation report of accomplishments that need to be corrected.  Regional Coordinators have the opportunity to provide additional information or make corrections.  These must be done by September 20, 2017.

 

September 19, 2017

Deadline for Regional Coordinator certification of completed Program PTrac entries.  Washington Office will work with Coordinators to make sure reported numbers are the same as what is being reported in HabITS before the final Washington Office certification on September 25, 2017.

September 20, 2017

Deadline for Regional Coordinators to correct “flagged” accomplishments.  This is also the deadline to correct any accomplishments that were returned in the validation report.

 

 

September 22, 2017

All corrections in PTrac need to be completed by the Regions before 12:00pm, EST, September 22, 2017.  Outstanding “flagged” accomplishments are automatically subtracted from performance totals by the Washington Office.  HabITS accomplishments for Fiscal Year 2017 are “locked” and a report snapshot for the Fiscal Year is archived.

 

September 25, 2017

Deadline for Washington Office certification of annual Program PTrac entries. 

 

 

 

December 31, 2017

Regional Coordinators receive a national summary and analysis of “flagged” accomplishments for review to determine if adjustments to, or clarifications of, HabITS definitions and policy are required.

 

The quantitative data will be combined with the narrative information requested below and will be used to prepare a wide variety of budget and outreach documents. 

 

Thank you for entering data and providing feedback throughout the year.  In addition, it is important that Regional Coordinators take responsibility to ensure accuracy of the data entered into HabITS.

 

 

 

B.  Highlight Habitat Improvement Accomplishments for FY 2017

 

Each Region is requested to submit five representative habitat improvement projects from the Partners for Fish and Wildlife Program and Coastal Program for the FY2017 Annual Accomplishment Reports.  These highlighted projects will be incorporated in the responses to the numerous requests that the Headquarters receives throughout the year from various sources including Congress, Department of the Interior, budget offices, other agencies, and non-governmental organizations. 

 

Please submit a list of the five HabITS habitat improvement project numbers for the Partners for Fish & Wildlife Program by October 31, 2017 to the Headquarters via email to: Joe_Milmoe@fws.gov

 

Please submit a list of the five HabITS habitat improvement project numbers for the Coastal Program by October 31, 2017 to the Headquarters via email to: Chris_Darnell@fws.gov

 

Information in HabITS for each project submitted should include the following:

  • The program’s role with the project.
  • How does the project support your Regional Strategic plans, specifically geographic focus area targets and biological outcomes.
  • A description of the habitat(s) restored or protected, the types of the restoration technique(s) used, or the type of protection mechanism.
  • A description of the social, economic, and biological implications of this project.  For the biological implications, make sure to explain the benefits to the Federal trust species named:  Migratory birds, Threatened and Endangered species, candidate species, and inter-jurisdictional fish.  Please also describe the extent to which the project benefits other Service programs and Service priorities. 
  • A description of each project partner (NGO, federal/state/local agency, etc.) and their respective roles (lead agency, participant, financial contributor, technical assistance, other). For projects involving private lands, describe the number of landowners, the types of lands involved, and a percentage for the total project represented by private lands. 
  • Any other information that you think distinguishes this project or that you believe would further highlight the role of the program.
  • Good pictures: Pictures should already be in HabITS with the project but if there are any questions please contact Joe.

 

 

 

C.   Highlight Strategic Planning Accomplishments for FY 2017

 

The new Strategic Planning Activities Module was released in HabITS V5 late in the year.  Because of this Regions might not have all their FY17activities entered.  However, Regions are welcome to send any they might have already entered to Sherri_Mosley@fws.gov by October 31, 2017.

 

Examples of highlight & exemplary Strategic Planning Accomplishments include, but are not limited to:

  • Strategic Planning Accomplishments that are cross programmatic and fulfill service priorities and initiatives. 
  • Effective and unique outreach and communication accomplishments
  • Periodic program office reviews that were conducted
  • Accomplishments that show exemplary workforce enhancements

 

 

 

D.  Narrative Reporting of FY 2017 and FY 2018 Projections

 

The FY2017 and FY2018 projections are captured in PTrac, as entered by the Regions and/or Headquarters.  No additional information is needed.