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The Online Data Collection (OLDC) System. Overview Updated August, 2007. Agenda. Introduction User IDs and Passwords Log In Menu – OLDC Home Accessing the Report Form Resources. Introduction. Introduction. OLDC is a convenient electronic method for submitting ACF grant forms.

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the online data collection oldc system

The Online Data Collection (OLDC) System

Overview

Updated August, 2007

agenda
Agenda
  • Introduction
  • User IDs and Passwords
  • Log In
  • Menu – OLDC Home
  • Accessing the Report Form
  • Resources
introduction4
Introduction
  • OLDC is a convenient electronic method for submitting ACF grant forms
introduction cont
Introduction (cont.)
  • Benefits include:
    • Report Forms can be submitted quickly over the Extranet (secure Internet site)
    • New forms are added and form modifications made continuously
    • Rule validation and checks can be added or modified in concurrence with policy changes
introduction cont6
Introduction (cont.)
  • Advanced Help resources
    • interactive FAQs include keyword and topical searches
    • on-screen definitions and tips for every field
    • Here’s How help sheets can be viewed and printed
    • Online learning anytime, anyplace
user ids and passwords8
User IDs and Passwords
  • Currently, User ID requests are sent to the ACF Regional Grants Office
  • New User IDs and passwords are sent via two e-mails from Secure Sign-In (the gateway to OLDC)
user ids and passwords cont
User IDs and Passwords (cont.)
  • The first time you log into Secure Sign-In, you are asked to change your password for security purposes
  • You must also enter a Challenge Question and Answer
    • If you ever forget your password, you can answer your own question and have a new password automatically sent to your e-mail
log in11
Log In
  • Enter the secure Web Address in your browser Address line (Internet Explorer)
  • Save the Web Address as a Favorite for quick access
log in cont
Log In (cont.)
  • The first window is the Secure Sign-In Login screen
  • Enter your ID and password, then click the “Login” button

Don’t remember your password? Click the “Forgot Password?” link and Secure Sign-In sends a new password to you via e-mail (only after your first logon and if you entered a Challenge Question and Answer)

log in cont13
Log In (cont.)
  • Select Change Password to change your password
  • Select Change Challenge Question to change your Challenge Question or Answer
log in cont14
Log In (cont.)
  • From the Secure Sign-In main screen, click the OLDC button

Tip: If OLDC does not open, you may have a pop-up blocker on your computer. Hold down the Control button from your keyboard and then click the OLDC button. Continue holding Control until OLDC opens

menu oldc home16
Menu - OLDC Home
  • All OLDC functions are accessed from Home
  • Place your cursor on a Heading and its description shows on the right
menu oldc home cont
Menu - OLDC Home (cont.)
  • Begin working with report forms by selecting Report Form Entry
  • Help is available on every OLDC screen
accessing the report form program grantee selection
Accessing the Report Form - Program & Grantee Selection
  • This is where you:
    • Select the name of the program from the drop-down list
    • Select the state, tribe, territory, or organization that is the Grantee
    • Select the type of report form to be created, modified, or viewed

Note: When a selection is made, wait until the action is complete before continuing with the next step.

accessing the report form program grantee selection search
Accessing the Report Form - Program & Grantee Selection -“Search”
  • Federal staff assigned to over 300 grantees (in the program that they selected in Step 1) receive a pop-up message telling them to use the new “Search” feature to reduce the number of results.
    • Use the "Search For" drop down list and enter the appropriate Postal Code, Grantee Name, EIN, or City in the "Like" field. 
    • Click "Search" to display grantees in the “Select Grantees” drop down list.

Wild cards, such as typing in the first letter of a postal code, can be used in the “Like” box

accessing the report form report selection
Accessing the Report Form - Report Selection
  • This is where you:
    • Enter a New report,
    • Edit reports that have been saved to correct errors,
    • Revise a report that has been certified, submitted, and accepted by ACF to reflect new data.*

*The original report is retained for historical reference and is not changed

accessing the report form report selection cont
Accessing the Report Form - Report Selection (cont.)
  • There are three possible Report Period screens. The screen displayed depends on the report type selected from the Program & Grantee Selection screen. The three possible types are:
    • Grant & Report Period Selection screen - Used if report requires Grant Period information
    • Reporting Period Selection screen - Used if report requires Report Period information
    • Grant, Budget, & Report Period Selection screen - Used if report requires Budget Period Information
report selection
Report Selection

Grant & Report Period Selection screen

Click a radio button

to select a

Reporting Period

Form Status isnow available on this screen

report selection24
Report Selection

Reporting Period Selection screen

Click a radio button

to select a

Reporting Period

Form Status isnow available on this screen

report selection25
Report Selection

Grant, Budget, and Report Period Selection screen

Click a radio button to select a report based on if it is Final, the type of report (i.e. Budget), the Due Date, and the Status

the report form
The Report Form

Form information, such as Program Name and Grantee Name, is automatically filled in by OLDC.

Form Information

Report Form

the report form27
The Report Form

The Report Progress bar visually tracks the status of the Report Form on the Report screen.

As each step in the submission process is completed, the Progress bar fills and check boxes are marked.

Click the underlined text above each Progress box for a definition of that status.

Save your data often. The form is not submitted when saved and may still be edited

validating report forms
Validating Report Forms
  • Validate checks the form for mathematical errors
  • If there are no errors, the form is validated and ready to be certified
  • If there are any problems, an error message appears at the top of the form. Reports with errors can not be certified and have the status “Saved with Errors”. Errors must be corrected

Reports with warnings may still be certified and have the status “Validated with Warnings”.

certifying report forms
Certifying Report Forms
  • After a report form has been successfully saved and validated, a person with the appropriate roles can Certify the report form with a digital signature

Not all report forms require certification. If your report from must be certified, the word Certified displays on the “Report Progress” bar.

submitting report forms
Submitting Report Forms
  • When the form has been certified, it displays a Certified status
  • The report form is now ready to be submitted
  • An UnCertify button is available in case there is a need to return to the report for editing
submitting report forms31
Submitting Report Forms
  • After submitting a report form to ACF, the “Report Form Status” screen appears
submitting report forms32
Submitting Report Forms

Submit -- official submission to ACF Grants Office

Form goes forward

Certify -- applies electronic signature

Validate - mathematical and rules checks; saves data

Form needs editing

Save - retains information

To edit a form, it must be Unsubmitted and UnCertified

Note: Some programs do not require certification of a report form

before submission. Please contact the your ACF contact if you have questions.

end oldc
End OLDC

After each use, End OLDC. A report form is locked or unavailable for 30 minutes when someone working on a form exits OLDC without clicking End OLDC.

However, if the person who locked the form logs back into OLDC and re-opens the form, then it is unlocked.

A timeout warning message appears after 30 minutes of inactivity to the OLDC server. Activity includes clicking any of the actions buttons (e.g. Save, Validate, Certify, and Submit). You will have another 20 minutes before the actual the timeout.

Please log out between uses to prevent forms from locking.

acf oldc support site
ACF OLDC Support Site
  • Help resources are available from the top of every OLDC web page
help faq home
Help/FAQ Home
  • You can find answers, ask questions, or read “Here’s How” help sheets
find answers
Find Answers
  • You can search OLDC’s “Find Answers” by keyword or topic
here s how
Here’s How
  • Use Help Sheets to walk you through common OLDC tasks, and tutorial slide shows like this one
ask a question
Ask A Question
  • We appreciate your using Online Data Collection (OLDC). We want to know how OLDC is working for you. Use “Ask A Question” to let us know your ideas or concerns or to ask the OLDC Technical Team a technical question
oldc e xperience
OLDC “E-xperience”
  • Use the OLDC “E-xperience” online training anytime and anyplace by going to https://extranet.acf.hhs.gov/oldcdocs/index.htm.
custom application help desk
Custom Application Help Desk
  • Need help? Contact ACF at:
    • App_support@acf.hhs.gov
    • 1-866-577-0771
resources42
Resources
  • Help/FAQ Section
    • Find Answers
    • Ask a Question
    • Here’s How (Contains OLDC Help Sheets & the OLDC Quarterly Newsletter)
  • OLDC E-xperience – Anytime, anyplace training
  • Custom Application Help Desk