copyright © 2007 learning point associates. all rights reserved. tm introduction to ppics for...

Introduction to PPICS forWashington 21st CCLC

Grantees

Michael HutsonResearch Associate

May 23, 2014

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Agenda

PPICS Overview• Basic Structure, Reasons for the

DatabasePPICS

• Gaining Access• The Grantee Profile• The APR

Conclusion

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PPICS Overview

“PPICS” stands for Profile and Performance Information Collection System

Profile • PPICS asks you to submit “Grantee Profile”

information—basic information about your grant and centers.

Performance Information• PPICS asks you to submit program data for

each year your grant was in operation. “Annual Performance Reports” (or APRs) are collected every year.

Profile PerformanceInformation

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PPICS Overview

There are two primary reasons PPICS is necessary:

Reason 1• In 2001, the 21st CCLC program changed from

being a federally-administered program to being a state-administered program.

• The federal government needed a way to continue to keep track of the program under state administration: So, as part of your 21st CCLC grant, you are required to submit program data to the Federal government.

• The web-based data collection instrument PPICS was established to collect 21st CCLC data.

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PPICS Overview

Reason 2• The U.S. Department of Education needs

to be able to report on Government Performance and Results Act (GPRA) indicators for the 21st CCLC program.

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PPICS: Gaining Access

1. State staff need to complete a delegation form online (in PPICS), and submit the form to LPA. If you are a new grantee, make sure your state coordinator has completed this step.

2. Upon submission of the delegation form, LPA automatically sends an e-mail containing username and password information to the grantee contact (specified by the state).

3. The person specified as the grantee contact, upon receiving the e-mail, will then be able to log in to PPICS as a grantee user.

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PPICS: Gaining Access

http://ppics.learningpt.org/

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PPICS: The Grantee Profile

The Grantee Profile

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Grantee Name

Grantee Profile sections

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A profile needs to be completed for each 21st CCLC grant received by a grantee. If you receive a new grant, you must begin a new PPICS record.

To complete the Grantee Profile, complete all four Grantee Profile sections:• Basic Info• Objectives • Partners• Centers (Center Info, Prior Info, Feeder Schools)

PPICS: The Grantee ProfileBasic Info

PPICS: The Grantee ProfileObjectives

PPICS: The Grantee ProfilePartners

PPICS: The Grantee ProfileCenters

PPICS: The Grantee ProfileGuidelines

A grayed-out, checked-off button means you have entered enough information for the system validation; it does not necessarily mean your page is truly complete. It’s up to you to enter accurate information.

A single grantee will likely have more than one objective.

A single grantee can have many community partners.

A single grantee often has more than one center. A single grantee often has more than one feeder

school. A single center ALWAYS has at least one feeder

school.

PPICS: The Grantee ProfileTips

Ensure your contact e-mail address is correct and up to date in PPICS.

Help ensure:• Objectives are classified appropriately.• The grantee is not identified as a partner.• Centers added to the system are consistent

with the definition of a 21st CCLC.

• Feeder school records are correct.• The profile is updated to reflect program

changes.

PPICS: The Grantee ProfileTips

Use remove function only to correct mistakes

Use the inactivate function to signify that something that was once true about your program is no longer true.

PPCIS: The APR

The Annual Performance/Progress Report

PPICS: The APROverview

The APR is an annual report—it is a report of what your program did during the past year.

A single APR covers the preceding year’s summer, the preceding year’s fall, and this year’s spring term.

…Apr May June July Aug Sept Oct Nov Dec | Jan Feb Mar Apr May June July Aug Sept Oct Nov…

2013 2014

“APR 2014”/“Reporting Period”(exact dates based on school program calendar)

APR 2014 Data Entry (exact dates set by state)

An APR needs to be completed for each 21st CCLC grant active during the reporting period.

The APR asks for the elements that characterized program operation during the reporting period and outcomes obtained.

The APR has up to three main sections:• Objectives• Centers (Made up of at least six sub-sections)• Partners

PPICS: The APRObjectives

PPICS: The APRCenters

PPICS: The Grantee ProfileCenters

PPICS: The APRCenters / Operations

PPICS: The APRCenters / Staffing

PPICS: The APRCenters / Attendance

PPICS APR: Centers/Attendance

In addition to the “Racial/Ethnic Group Data section, there are several other “Student Characteristic” sections on the Attendance page:• Gender• Limited English Proficiency• Free or Reduced Price Lunch Eligibility• Special Needs or Disabilities• Grade Level

PPICS: The APRCenters / Activities

Attendance and Outcome data will be reported on the “Washington Attendees Page” • Report on all students attending your program,

regardless of number of days attended;• Report additional information for your

attendees.

PPICS: The APRCenters / WA Attendees Page

Washington Attendees

Types of student data you will need to report:• School District Identifier (Name) • School of Attendance Identifier (Name)• 21st CCLC Center Identifier (Name)• Unique 10-digit Student State Identifier( SSID Number)• Student’s Unique District Identifier (Number) (Optional)• Student Last Name• Student Middle Name or Initial (Optional)• Student First Name• Student Date of Birth (MM/DD/YYYY format)• Student Grade Level Band (preset drop-down options)• Student Attendance – School Year (integer value)• Student Attendance – Summer (integer value)• Last Year’s State Assessment Results (Math and Reading) *• This Year’s State Assessment Results (Math and Reading) *• Teacher Survey Results (Only for Regular Attendees)

* Entered by OSPI as in Previous Years

Getting to the Washington Attendees Page

For security purposes, you must log in again. Use your PPICS Username and Password.

https://ppicsst.airprojects.org/

Your centers should appear here

Clicking on a tab will take you back to the main PPICS site.

Click on a center name to begin entering attendee data.

Check the number of regular attendees. If incorrect, contact the PPICS Help Desk.

Check the number of non-regular attendees. If too low, fix here:

(If too high, fix on WA Attendees page.)

If numbers are correct, or if you only need to delete non-regular attendees:

The Washington Attendees Page

Double-check your numbers here:

The Washington Attendees Page (Main)

Methods for Entering Washington Attendee Data: A Very Important

InterludeThe three methods available are for

the user’s convenience only: they do NOT reflect additional data entry pages in PPICS.

Washington Attendees Page in PPICS

Method B

Method C

Method A

Washington Attendee Data

PPICS: The APRPartners

PPICS: The APRCertification

PPICS: The APRTips

Ensure that you report summer information consistently.

Only report on activities, entities, and participants that were associated with the reporting period.

Only count staff that regularly staffed the center during the reporting period when completing the APR Staffing page.

If you get lost, watch or read the tutorials available from the drop-downs on each page.

ConclusionChecking and Using Your PPICS

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PPICS Data Collection Schedule

May 1, 2014

June 3, 2014

July 1, 2014

Conclusion

Or, if you have questions later…E-mail: WA21stcclc@air.org

21stcclc@contact.learningpt.orgToll-free phone: 866-356-2711 Our goal is to respond to Help Desk

requests within one or two business days.

Questions?

copyright © 2007 learning point associates. all rights reserved. tm introduction to ppics for...

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