1. DANRIS-X: Why, When, How?! New Advisor Training September 24, 2009
Web Conference

2. Desired Outcomes
Understanding of the DANRIS-X components and their linkages
Understanding of the uses of DANRIS-X data
Understanding of the DANRIS-X reporting calendar
Understanding of the Academic Annual Evaluation DANRIS-X retrieval
Understanding how to define and report outcomes
Awareness of available DANRIS-X Help resources
To mute * 6
To un-mute *7

3. Plan for the Day
5’ Welcome & Introductions Katherine 35’ Overview presentation Katherine/David 45’ Review the application Chris/David 5’ Wrap-up/Meeting evaluation Adjourn 120’ Call-in with specific questions
Introductions:
Name
Field of work
County(ies)
Experience with DANRIS-X.
Who is expected to report in this cycle: report 09?
Who is doing an annual evaluation?

4. Why do we have DANRIS-X?
Eliminate duplicative effort; link current systems
Provide accountability to stakeholders (local, county, state, and federal governments and the general public)
Document programmatic outcomes/impacts more fully
Document that all CE programs comply with USDA non-discrimination policy

5. Linking Our Systems CRIS Reporting System AES Faculty DANRIS-X
Federal
Annual
Plan &
Report
DANRIS-X
Annual Plan
CE Specialists
State, County
Reports
DANRIS-X
Annual Report
CE Specialists
DANRIS-X
Annual Plan
CE Advisors
Other
Reports
Diagram shows data flow
Information across the continuum
CRIS – Current Research Information System have plan and reporting forms; Specialist DANRIS-X is modeled after CRIS
At this point all the data and reports are used by administration (I’ll talk more about that in a minute), but the plan for the future is have a query system where individual users could search for information. For example, find other academics working in particular commodities, or who have similar program outcomes.
DANRIS-X
CASA
CE Advisors
CE Advisor
PR,
Annual
Evaluation
DANRIS-X
Annual Report
CE Advisors

6. How Administration Uses DANRIS-X Data
Federal Annual Plan and Report
ANR Program Planning/Resource Allocation
Legislative/External/Internal Requests
Required to submit an annual plan and report for the federal funds we receive
admin can use this information to see what our programmatic “foot print” is and this information can be used in prog planning and resource allocation decisions.
Administrators use the data to respond to various local, state and national inquiries

7. UNIVERSITY OF CALIFORNIA
DIVISION OF AGRICULTURE AND
NATURAL RESOURCES
2007 Combined Research and Extension
Federal Annual Report
Agricultural Experiment Station
and Cooperative Extension
Submitted April 1, 2008
Approved May 19, 2008
UNIVERSITY OF CALIFORNIA
DIVISION OF AGRICULTURE AND
NATURAL RESOURCES
FY Combined Research
and Extension Federal Plan
Agricultural Experiment Station
and Cooperative Extension
Submitted April 1, 2008
Approved May 19, 2008
Our office complies these reports. They are due April 1 every year. We always post them on the ANR Divisionwide Planning webpage.

8. How Government Uses Our Reporting Info.
Demonstrate Accountability
Secure Funding / Budget Cycle
Policy Making
Generate Public Support

9. Example of effort by topic area

10. ANR Pest Management Activity
Cheryl Wilen, San Diego ◆ ◆◆
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ANR Pest Management Activity
IPM Advisors
IPM Affiliated Advisors
Lucia Varela, North Coast ( Sonoma)
◆ advisors self- reporting in DANRIS-X FTE ( ) ANR Pest Mgt Issue (plants)
Carolyn Pickel, Sacramento Valley (Sutter-Yuba)
Affiliated: John Roncoroni (Napa)
Anil Shresta separated (Central Valley, KAC)
Affiliated: Steve Swain (Marin)
Pete Goodell, Jim Stapleton, Walt Bentley –Central Valley (KAC)
Another way we can use the data
Affiliated: David Haviland (Kern)
Phil Phillips Retired (Central Coast, Ventura)
June, 2008

11. How Advisors can use DANRIS-X data
Program Development
Captures logic model information: need, participation, activities, outputs, outcomes
Accountability
Document providing goods/services/results and compliance with non-discrimination policy
Merit and Promotion process (Optional)
Use the Annual Evaluation Retrieval
Record information for Program Review Dossier
In the future
Network using the database search
Prog development info. helps to maintain and improve the quality of your programs

12. Academic Annual Evaluation Retrievals
Data retrieved from DANRIS-X Plan & Report
2 Retrievals: Parts of Sections A & B and Section C
Available as Word document to download
Access on the Program Review website or in the DANRIS-X application
Upload to on-line Program Review web site
Designed to streamline the process and further link systems
This is the second year it is much better

13. DANRIS-X Calendar Oct 19, 2009 FY 2009 Report and CASA CLOSES
Based on federal fiscal year: FY 2009 = Oct 1, 2008 – Sept 30, 2009
Oct 19, 2009 FY 2009 Report and CASA CLOSES
Oct 22, 2009 FY 2010 Report and CASA OPENS
Oct 22, Annual Evaluation Retrieval AVAILABLE
Nov 17, 2009 Academic Annual Evaluation DUE on PR site
Nov 9, 2009 CD CASA Reports DUE
Jan 11, 2010 FY 2011 Plan OPEN
Mar 9, 2010 FY 2011 Plan CLOSES

14. CASA Annual Plan Annual Report Advisors’ 3 Modules
Plan & Report capture programmatic information
CASA captures data that demonstrates you are compliant with non-discrimination policy

15. CASA (Contacts And Self Assessment)
Clientele groups definitions
Actual contacts
Outreach methods
Outreach accomplishments
Used by the Affirmative Action Office to monitor CE Advisors for compliance with USDA non-discrimination policy.
Our Office just manages the technical aspects.
For content and policy questions contact David White

16. Advisor Annual Plan County FTE allocation ANR Issue/Knowledge Area FTE
Projects/Programs
Situation Statements
Clientele
Commodities
Methods
Anticipated Outcomes
Multi-state Activities
Expected to enter all the information in bold text. Not every advisor will work with a commodity or have a multistate extension activity. However, you are encouraged to do multistate work. More of our federal allocation must now be spent on such activities.
ANR Issues high-medium-low priorities were identified during the last strategic planning process. Over the next year the coding your work to these will likely shift to be aligned with the new strategic vision.
In the application there are links to the Core Issues and KA documents – or you can find them on DANRIS-X webpage
Another example of how the systems are linked
Clientele comes from CASA

17. Advisor Annual Report Projects/Programs:
Activities
Actual Outcomes
Publications
Grant Support
Multi state Activities
Individual Information (optional):
University/Public Service
Professional Competence
Annual Evaluation Narratives
Expected to have activities every year but may not have outcomes pubs, and grants every year – that is why they are not in bold text
Emphasize Mulit state
The individual information is all optional , and to be used for the merit and promotion processes.
You can enter information on your University/Public Service and Professional Competence in order to have it organized and stored in one place to be used for your PR.
You can enter Annual Eval. Narratives which will be brought into the AE template if you choose to use the AE DANRIS-X retrievals. We encourage you use the DANRIS-X retrieval if you are doing an Annual Evaluation because given the fact that you are required to report into the system, you have most of the information for the AE already compiled.

18. Emphases on Results Quantification of activities/products – Outputs
Quantification of accomplishments – Outcomes
Documentation of longer-term effects - Impacts
Emphases is the on results of programmatic efforts

19. Outputs: What did you deliver?
Direct Extension Methods
Classes, Workshops, Field Days…
Indirect Extension Methods
Newsletter, Websites, Radio Programs…
Research and Creative Activity Methods
Basic/Applied Research, Videos, Curricula…
Publications
DANRIS-X captures quantification of your different types of activities
These are just a few, the system has more options

20. Outcomes: How was the group/area affected?
Learning Outcomes ~ short-term changes
Knowledge
Attitude
Skill
Action Outcomes ~ medium-term changes
Behavior/Practice
Condition Outcomes (Impacts) ~ long-term changes
Social/Health
Economic
Environmental
Another question that helps you figure out what Type of Outcome is to ask:
What is the Short-term, Medium-term, and Long-term (Impacts) benefit?

21. Steps for Defining an Outcome
What?
Who?
Quantification?

22. Knowledge Outcome:
1388 child care staff and parents of preschool children gained knowledge on packing safe and healthy brown bag lunches for preschool children
Planned and reported at the individual level need to be aggregated to the Federal Planned Program level
Total individual outcomes = 542
Total aggregated outcomes = 92

23. Behavior Outcome:
175 rice farmers and pest control advisers developed weed management programs that rotate modes of action on at least 50% of the total acreage to minimize herbicide resistance development.

24. Economic Outcome/Impact:
Pistachio owner/operators, with orchards covering 50,000 acres, have begun to utilize mechanical pruning instead of labor-based cultural practices, which reduced their management costs from $200 per acre to about $50.

25. Program Action: Logic Model
Outcomes
Activities/ Outputs
Knowledge & Behavior
Situation
Inputs
Impacts
Plan
Situation
Statement:
Identify
Problem
or Need
Report
Grants:
Invest
Staff,
Volunteers,
Money,
Materials
Report
Activities &
Publications:
Deliver
Products or
Services
Report
Outcomes:
Change in
Program
Participants
Report
Outcomes:
Change to
Population
or Area
Earlier we talked about how you can use the system for program development purposes
Since you are recording the different aspects of your program you can use the system to track the program’s development overtime

26. Next Steps Form a DANRIS-X advisory committee
Get feedback from advisors, specialists and administrators through survey and/or focus groups
Consider feedback and administrative and programmatic needs to determine changes/enhancements
Work on a “datamart” query system for all users to retrieve information in real time
Ability to search system
DANRIS-X is 3 years old . We have been getting user feedback all along on an ad hoc basis and tweaking the system accordingly. For example, last year we redesigned the Annual Plan module. You go to a project/program and enter all relevant information.
Annual Report however is still the old design where you enter information by type of information. You go to activities and enter the different activities for different project/programs. This will make more sense when Chris demos the applications.
However, before we can redesign the Report module our programmer made us aware of a database structure issue that needs to be prioritized.
In the next year we will be soliciting user feedback in a more formal and systematic way.
All this being said, most likely the report module will not be changed at during the next two fiscal year cycles.
Also the long-term goal has always been to develop retrievals for users and administrators to be able to search the database. Right now you can only retrieve your own personal data.

27. Resources
People
Christopher Hanson: (510) or
Katherine Webb-Martinez: (510) or
David White: (510) or (For CASA content/policy only)
Website:
ANR Core Issues document
Knowledge Area Classification document
Report & CASA Manuals
PowerPoint presentations
Review manuals & Help resources

28. The End…
Questions?
Comments?