ECOS Application Help

Page tree

 

HabITS EOY QA/QC Guidance:

Recommendations and Steps for

FY2017 HabITS Entries

 

This guidance document is a tool to assist State and Regional Coordinators in evaluating accomplishments according to the established QA/QC process to ensure that Partners and Coastal Program accomplishments are accurately reported.  It outlines the steps that occur during the EOY review process.  Steps highlighted in green are those taken by the Regions and those highlighted in yellow are those taken by the Washington Office.

 

The Field Office, State or Regional Coordinator should run Steps 1-3 and certify that accomplishment entries are complete and accurate by September 1, 2017 .

 

Step 1: Run a Validation Report

  • In the HabITS V5 Dashboard, Click on “Reports”, “Basic Reports”
  • Select the State or Region Reporting Filter,
  • Choose the Fiscal Year, Program, State or Region
  • Click on the Validation Report option,
  • Select “Unreported Completed Accomplishments with Missing Attributes or Errors”

 

Examples of some Validation Errors you might see:

       At least 1 FWS Role is required

       At least 1 FWS Substantial Involvement is required

       If Threatened/Endangered/Candidate Species are selected as beneficiary, then a Threatened/Endangered/Candidate Species must be selected on species tab

       Completed Accomplishments should not be set as Planning

       Barrier installation, removal and modification treatments can only be applied to structure habitat types or re-opened accomplishment types

       At least 1 Service and Partner Contribution is required

       Partner contributions must have at least 1 non $0 cash or in-kind amount entered

       At least 1 partner or service contribution must have a dollar amount associated with it for completed accomplishment

       Restoration, enhancement and establishment accomplishments cannot overlap while their associated mechanisms are active

       At least 1 treatment is required for this accomplishment (unless type is Protection)

       Primary trust resource is required

       Accomplishment type is required

       Completion Date Required, if completed status

       Must have a shape, if completed status

       PFW Accomplishments cannot have Protection as Accomplishment Type

       If Accomplishment border is outside of Project, only valid Accomplishment Type is Re-opened

 


 

 

 

Step 2: Accomplishments containing errors are referred back to field staff for correction

 

Note:  Accomplishments listed under the validation report that have errors will not be included in rolled up performance accomplishment reports.  Errors represent data issues that prevent an accomplishment from being recorded properly. Errors must be fixed if an accomplishment is to be reported as completed.  Accomplishments that contain only warnings will still be included in rolled up accomplishment reports; however, it is suggested that warnings be fixed as well, in order to provide as accurate an accounting of accomplishment information as possible. 

 

 

Step 3:   Run a QA/QC Completed Accomplishments List for the State or Region

Once validation errors are corrected, State or Regional Coordinators can go to the QA/QC section of the Basic Reports tab and run a report of the completed accomplishment list for the state or region.  This is a quick way to display a brief view of each completed accomplishment, including the project narrative. The accomplishment list also includes figures for acres and miles, as well as financial data, and provides a link directly to the project if more information is needed. 

 

 

 

 

 

 

Narrative Guidance

 

Listed below are the types of information that should be provided in each narrative. 

 

Mechanism Narrative

The mechanism narrative pertains to the mechanism as a whole and should include a substantive description of the purpose, goals, benefits, cooperators, trust resource benefits, and challenges for all projects conducted under the mechanism.

 

Project Narrative

The project narrative pertains to individual project and should include a substantive description of the purpose, goals, benefits, cooperators, trust resource benefits, and challenges related to the project.

 

Accomplishment Narrative (not required, but recommended)

The accomplishment narrative may include implementation details pertinent to the individual accomplishment (e.g. best practices, trust resource details, site conditions, preparation, design, treatments etc.).  **It will be required if “Other” option is chosen for Service role.

 


There are a handful of other errors that should also be addressed. Below is a list of the most common errors and the associated severity.  Errors in green are an FYI, errors in yellow should be clarified if necessary, and those items in red need to be addressed and corrected to be included in this year’s annual accomplishment roll up. 

 

Topics

Specific Errors & How to Remedy

Insufficient Narratives

The narrative does not provide sufficient information on what was done to benefit the trust species.  Species benefitted should also be listed in the narrative (project or accomplishment).

Acreage Discrepancies

The narrative mentions a specific acreage, but the accomplishment reports a much larger area.  Provide for clarification on the reason for the discrepancy or edit the information.

Financial Discrepancies

Discrepancy in financials in the narrative and amount reported.

Multi Polygon Accomplishment

Multiple accomplishments under the same project with the same habitat and treatment types should be one multi polygon accomplishment.

PII

There should be no mention of Personally Identifiable Information in any part of the mechanism, project or accomplishment entries to include the name or narrative.

No Substantial Involvement or

Service Role provided

These are now represented with drop down options.  Choose the option(s) that best describe the involvement/role in the accomplishment.  *** This year the review team will be also looking at the Service Amount and Service Days.  If the accomplishment doesn’t easily show substantial involvement (even if a drop down is chosen) it will be flagged.***

Should be Technical Assistance

The narrative mentions only technical assistance type activities (project review, etc).  If service contribution AND service days are low, involvement should be explained in the narrative or reported in the Strategic Planning Activities Module as Technical Assistance.

Public vs. Private Lands

For PFW projects, work cannot be done on public lands (Federal/State).  Provide clarification if this is mentioned in the narrative.

Incorrect Riparian Habitat Type**

If any restoration is done on the banks of a stream/river it should be reported as “shoreline.”  “Stream Channel” and “River” are reserved for treatments that occur in the water such as “Instream Modification” (i.e. e.g. cross vane, j-hook, barbs, cribbing, etc),

 

**Accomplishments in riparian areas continue to be among the most variable of Accomplishment Habitat Type projects among states and regions. All work done on land adjacent to the water (i.e. on the banks) should be entered as “shoreline”, while all work done in the water should be recorded as either “stream channel” or “river.” State and Regional Coordinators are encouraged to review riparian accomplishment that fall under these 3 Accomplishment Habitat type and determine how those accomplishments are being reported across offices and states, and how best to foster consistency in reporting.  This will be one of the business rules lined out in FY2018.

 

Step 4: The Washington Office review

The Washington Office will review all completed performance accomplishments for the error topics listed above.  This review will take place from September 5-8, 2017.  The Regions will receive a list of outstanding Validation Errors/warnings and other “flagged” accomplishments by COB September 11, 2017 .   Accomplishment entries requiring additional explanation or detail are “flagged” in the system and removed from inclusion in Fiscal Year reports (unless corrections are made).  Regional Coordinators are apprised of “flagged” entries for their Region and are allowed an opportunity to provide additional information or make corrections. 

 

Step 5: Regional Coordinators enter actuals into PTrac

Coordinators must enter all FY17 actuals into PTrac by COB September 19, 2017

These numbers should be close to accurate and any changes may be made until COB September 22, 2017 . The Washington Office will be working closely with all the Coordinators to ensure accuracy in the numbers being reported.

 

Step 6: Regional Coordinators corrections

All validation errors and flagged accomplishments need to be edited in HabITS before COB September 20, 2017 .   The Washington Office will work with the Coordinators to ensure all errors are addressed.  This deadline is one day after the PTrac entry deadline but based on last year the Coordinators should have the edits done before the PTrac data entry deadline.

 

Step 7:   Accomplishments are included or withheld from PTrac

This is at the discretion of the Washington Office as a result of the QA/QC review process.  HabITS accomplishments for FY 2017 are “locked” on September 25, 2017.   At that time a report snapshot for the Fiscal Year is archived. 

 

**PTRAC Deadline for RD Approval & PTRAC Closes: October 3, 2017

 

Step 8:   The Washington Office provides Regional Coordinators with a national QA/QC summary

The summary will include “flagged” accomplishment entries.  This will be sent to the regions by December 31, 2017 to determine if adjustments to or clarification of definitions and/or policy are necessary prior to the next data entry season.  This year there will also be a 5 year trends analysis report included with the national summary.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Below is a table that captures the roles, responsibilities, and dates for FY17 End of Year Procedures for quick reference:

 

Who

Step

What

When (Deadline)

Field Offices

run steps 1-3

Certify that project entries are complete and accurate

September 1, 2017

State & Regional Coordinators

run steps 1-3

Certify that project entries are complete and accurate for either the state or region

September 1, 2017

Headquarters

4

Washington Office QA/QC Reviews, provides regions with a list of Validation Errors & Flagged Accomplishments

September 11, 2017

Regional Coordinators

5

In PTrac

Complete entry of Regional      PTrac actuals.

Final deadline for changes is

COB September 22, 2017

September 19, 2017

Regional Coordinators

6

All Validation and “Flagged” Errors should be fixed by the Regions

September 20, 2017

By COB

Headquarters

7

Final determination of flagged FY accomplishments. 

Lock HabITS data for FY.

September 25, 2017

Headquarters

In PTrac

HQ PTRAC Review

September 25, 2017

by COB

Regional Directors

In PTrac

Regional Director

PTRAC Approvals.

PTrac closes.

October 3, 2017

Headquarters

8

QA/QC Summary Report

December 31, 201 7