NAPIS SRT User Guide

NAPIS State Reporting Tool (SRT)
User Guide
Version 3.0
September 2017

U.S Administration for Community Living
Office of Performance Evaluation
330 C St SW
Washington, DC 20201

Version Control: User Guide

Version / ReleaseDate / Changes and Comments
1.0 / 8/25/2014 / Released for NAPIS SRT 2.3 Launch
2.0 / 8/26/2015 / Released for NAPIS SRT 2.4 Launch
2.5 / 8/26/2016 / Released for NAPIS SRT 2.5 Launch
3.0 / 9/5/2017 / Released for NAPIS SRT 3.0 Launch

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This training manual is an independent publication produced for the U.S. Administration for Community Living, and is neither affiliated with, nor has it been authorized, sponsored, or otherwise approved by, Microsoft Corporation or Citrix Systems, Inc.

Contents

Introduction

About NAPIS SRT

System Requirements

Access to SRT

Start and Log In

Need an Account?

Forgot User Name?

Forgot Password?

Expired Password?

Log Out

Home Page

Welcome Section

Reports

Analysis

Help

Report List Screen

Sorting Columns

Formatting Columns

Filtering Columns

Working with Reports

Report Sequence

Create a New Blank Program Report

Import a Report

Importing an Excel File

Create a State Program Rollup Report

Create a Quarterly Report

Edit/View a Report

View Report Details

View NSIP and SPR Audit Trails

Print a Report

Export a Report

Delete a Report

Report Data Entry

Navigate through a Report

Enter Data into Cells

Move Between Fields

Verify Data

Section Level Validation

Report Level Validation

Verify an NSIP and SPR Report

Correct Errors

Print Errors

Verify an NSIP Report

Verify an SPR Report

Submit a Report

NSIP

SPR

Un-Submit / Re-Submit a Report

NSIP

SPR

Certify a Report

NSIP

SPR

ACL Certification (For ACL Users Only)

NSIP

SPR

Create an Analysis Report

Changing Fonts in Your Web Browser

Introduction

The Administration for Community Living (“ACL,” “the Administration”) has developed a software reporting module to facilitate online filing of the National Aging Program Information System (“NAPIS”) State Program Report (“SPR”). The annual report on Title III programs is due each January to the Administration, and must be submitted by all states and selected U.S. Territories using the State Reporting Tool (“SRT”).

The SRT was developed to accomplish several important goals:

1.)Reduce the reporting burden on State Units on Aging (“SUAs”) by enabling online reporting with standardized requirements for transmission of report data;

2.)Support collection of important data on demographics, utilization, and expenditures, while automating system edits and validity checks to enhance data quality;

3.)Incorporate reporting of required information on the National Family Caregiver Support Program (“NFCSP”);

4.)Comply with Office of Management and Budget (“OMB”) reporting requirements for collecting certain data including race and ethnicity.

The software module is referred to as the NAPIS SRT, or just “SRT”. SRT is designed to help State Units on Aging to create, edit and validate SPRs and to create conforming transmission files for submitting data to the Administration.

Users of SRT must be licensed and authorized to use the software, however, ACL makes the NAPIS SRT software available at no charge to State Units on Aging and their subordinate Area Agencies on Aging.

The SRT is also a “one stop shop” for resources and information to assist users with the SRT software and its use in preparing and submitting their annual reports.

About NAPIS SRT

NAPIS SRT offers several features that make preparing state program reports faster and easier.

  • XML, Excel and DBF Import: Many database systems can export to XML, Excel and DBF files. The SRT can import these files, provided they conform to the appropriate schemas for the reporting period.
  • Efficient report data entry: Data entry screens look like the paper based SPR form, and the software supports tab-by-tab and cell-by-cell navigation.
  • Roll-up report functionality: The SRT allows state-level users to create a single consolidated submission file from the subordinate filings of multiple agencies.
  • Error correcting tools: The SRT offers several tools to help you clean up data for submission.
  • Flexible print options: Users can print out one or more sections of the report, or the whole report, quickly and easily.
  • Easy submission: The SRT supports one-click automated report submission.
  • Analysis Reports: Several reports are offered to help userscheck their data.

System Requirements

NAPIS SRT is a web-based application and uses an Internet browser to access the application.

The optimal computer and device configuration is outlined below. All devices that access SRT must also have Internet Explorer installed.

  • Screen Resolution Minimum: 1024x768 (1280x1024 is ideal)
  • Processor: 2.0 GHZ process or better
  • RAM: 2 GM (minimum) 4 GB (recommended)
  • More RAM is needed if you run several applications at the same time
  • Internet Access: 40-45 Kbps (kilobytes per second recommended for each concurrent user)

Supported Web Browsers

  • Internet Explorer Version 11: Supported for Windows
  • Chrome Version 50+: Supported for Windows, Mac, and Linux
  • Firefox ESR: Supported for Windows, Max, and Linux
  • Microsoft Edge Version 38+: Only supported for Windows 10
  • Safari: Current version

If Internet Explorer is used, the following URL needs to be added to Trusted Sites:

Supported Mobile Devices

  • iPad on iOS 10 or higher
  • 10” tablets using Android™
  • iPhone 5+
  • iPad 4th generation+
  • iPad Mini

Access to SRT

Start and Log In

To start and log into NAPIS SRT

1.)Click on the following link for access to NAPIS SRT:

2.)The “Welcome” screen is displayed.

3.)Click on the Sign In button in the upper right hand corner.

4.)Enter your User Name and Password.

5.)One you have logged in, the same Welcome screen is provided and your login is displayed in the upper right hand corner.

Need an Account?

If you do not have credentials, you can request assistance by clicking the link

labeled .

The following is displayed. Simply fill in the details and select the “Request Account” button when finished. You will be contacted shortly by a member of the Support Team.

Forgot User Name?

If you have forgotten your user name, you can request assistance by clicking on user name in the provided link

Simply enter your email address and select the “Request User Name” button when finished. You will be contacted shortly by a member of the Support Team.

Forgot Password?

If you have forgotten your password, you can request assistance by clicking on passwordinthe provided link

Simply enter your email address and select the “Reset Password” button when finished.

If you have not established your security questions, you will be prompted to do so. By setting up responses to the security questions, you will be able to reset your password moving forward.

Expired Password?

If your password has expired, you will be prompted to change it upon login, using your existing password.

Log Out

To exit NAPIS SRT

1.)Click the Log Out button in the upper right hand corner of the screen.

Home Page

The NAPIS SRT home page features various news items, documents and links. In addition, there are 4 main buttons in the top toolbar as well as the logout button.

Welcome Section

The main section of the home page features helpful information pertaining to the State Program Report Process.

  • Latest release notes and User Guide.
  • Schedule of upcoming webinar trainings.
  • Variance Templates.
  • Numerous documents/links that areuseful tools to reference while creating, verifying, and submitting a report.

Reports

Selecting the Reports link in the toolbar brings you to the Report List Screen – a list of reports created in SRT.

Analysis

Selecting the Analysis link in the toolbar brings you to a list of all the analysis reports available. These reports enable in-depth examination of your data by offering year-over-year comparisons and specific breakdowns of information.

Help

By selecting the Help link in the top toolbar, Customer Support information is provided, as well as a link to their email address.

Report List Screen

Upon selecting the “Reports” link in the toolbar, NAPIS SRT displays program reports in a List Screen. List Screens, also known as Grids, display several records in a list, similar to a spreadsheet. Each row contains one report. Columns divide each row, listing key information about each report. To open a report, click on the “Edit” link under the “Actions” column.

Sorting Columns

You can sort the records in the report list screen by clicking on the vertical ellipsis found in each column heading. Choose from Sort Ascending or Sort Descending. The program sorts in ascending order by default.

Formatting Columns

You can also change which columns are in view and the order of the columns in view.

To hide/unhide columns

1.)Click on the vertical ellipsis in any column header, then Columns.

2.)Simply put a check mark next to the columns you want displayed, uncheck those you want hidden.

To change the order of columns in view

1.)Click and hold on the column you would like to move, then drag it to the desired location.

Filtering Columns

In addition to sorting columns, you can also filter columns as well. When you filter, entire rows will be hidden if values in the column do not meet your filtering criteria.

To filter a column

1.)Click on the vertical ellipsis of the column you would like to filter, then Filter.

2.)Options for filtering are displayed. For example, if you choose to filter on the “Report Level” column as you only wish to see Agency level reports, then you would choose the following:

3.)To clear a filter, simply click on the vertical ellipsis of the column you filtered, then Filter, then the Clear button.

Working with Reports

NAPIS SRT creates two types of reports: State Reports and Agency Reports.

  • A State Report is a report covering all agencies in a state.
  • An Agency Report is a version of the State Report containing data for only one agency.

You can run SPR reports based on annual data and quarterly data.

Reports can be created by using one of three methods: entering data directly into a new/blank report, by doing a state level “rollup” of agency level reports, and by importing data to the SRT.

Report Sequence

A State Program Report follows a specific sequence from start to finish.

1.)Create a New Report.

2.)Edit the report as needed to clean up data.

3.)Verify the data.

4.)Correct any errors that the program has found. NAPIS SRT offers several error correction features including the ability to print parts or all of the report.

5.)Re-verify the report.

6.)Submit the NSIP or SPR Report.

7.)State-Certify NSIP. Then ACL will certify the NSIP figures.

8.)State-Certify SPR. Then ACL will certify the SPR, and lock the filing.

To see the status of your NSIP data and SPR data simply click on the “Reports” link in the toolbar, then go to the Report List Screen and note the columns named NSIP Status/Actions(s) and SPR Status/Action(s). Or select “Details” under the Actions column.

Createa New Blank Program Report

You can create State Reports or Agency Reports starting from a blank report.

To create a new annual blank program report

1.)Click Reports linkin the top toolbar.

2.)Click the New Report button.

3.)Select Blank Report in the Report Source dropdown list.

4.)Under Fiscal Year, enter the correct reporting year. The reportable Federal Fiscal Year (From Date and To Date) will automatically populate.

5.)Submitter Name, Email Address and Phone Number will prepopulate with your user profile information. If needed, please correct the information that was populated automatically. This email address is important, because it is the address where your confirmation emails will be sent after submitting your report and at each milestone in the reporting process.

6.)Enter any comments, as needed. If you are a State user running an Agency level report, you should enter the Agency Name in the comments field so it will be easy to spot the report in the State Program Report list.

7.)Click Save.

8.)NAPIS SRT brings you to the Report Data Entry screen. Review information and change fields as needed. As you work, click Save Report periodically. It’s a good practice to save each tab’s changes before going to a new tab or sub-tab.

9.)Click the SaveReport button to save the report.

10.)Use the Back button to navigate back to the main report selection page.

Import a Report

NAPIS SRT can import reports from DBF, XLS, and XML files. DBF, XLS, and XML files allow you to import data into NAPIS SRT from an outside database via .dbf or .xml files to populate your annual or quarterly reports.

To import files into NAPIS SRT

1.)Navigate to the Report List screen.

2.)Click New Report button.

3.)Choose Excel Import, XML Import or DBF Import from the Report Source drop down menu.

4.)Choose a File to import.

5.)Attach the File.

6.)Fill in the remainder of the New Report form and click on the Save button.

Importing an Excel File

Please note that to import an Excel file, it needs to be in the .xlsx format.

If you attempt to import an Excel file with the .xls extension, the following message will appear:

Simply save your current Excel file with the .xlsx extension and re-import.

Create a State Program Rollup Report

NAPIS SRT can create State Program Rollup Reports by adding together several agency level reports. When rolling up reports, the agency report date ranges must match those of the state level rollup report you are creating.

To create a state program rollup report

1.)Click Reports in the top toolbar.

2.)Click the New Report button.

3.)Select Rollup Report from the Report Source dropdown list.

4.)Under Fiscal Year, enter the correct reporting Year, the reportable Federal Fiscal Year (From Date and To Date) will auto populate.

5.)Submitter Name, Email Address and Phone Number will prepopulate with your user profile information. If needed, please correct the information that was populated automatically. This email address is important, because it is the address where your confirmation emails will be sent after submitting your report and at each milestone in the reporting process.

6.)Enter any comments, as needed. Enter identifying notes that show which reports are included in the rollup.

7.)Click Save.

8.)NAPIS SRT brings you to the Report Data Entry screen. Review information and change fields as needed. As you work, click Save Report periodically. It’s a good practice to save each tab’s changes before going to a new tab or sub-tab.

9.)Click the SaveReport button to save the report.

10.)Use the Back button to navigate back to the main report selection page.

Create a Quarterly Report

Many states require their agencies to generate and submit quarterly NAPIS reports to enable earlier detection of missing data and to speed the annual review process. Quarterly reports are created exactly the same way as annual reports. The main difference is that States cannot submit quarterly reports to ACL.

To create a quarterly report

1.)Click Reports in the top toolbar.

2.)Click the New Report button.

3.)Select the appropriate Report Source, Report Level and Fiscal Year.

4.)Override the current dates displayed in From Date and To Date to reflect the dates for a month or quarter of data within that period.

Edit/View a Report

To edit/view an existing report

1.)Click the Reports button in the top toolbar.

2.)Under Actions, select the Edit button of the report you wish to revise.

3.)Begin data entry as outlined in ReportDataEntry. As you work, click SaveReport periodically.

4.)Click SaveReport and then the Back button to close the report.

NOTE: If you edit a report that has been Verified, Submitted or Certified, you will need to re-apply these steps after saving your changes.

View Report Details

To see the details regarding a certain report such as the Submitter name, Report Level, etc., select Details next to the report in question.