1. Copyright © 2007 Learning Point Associates. All rights reserved. TM Introduction to PPICS for Washington 21st CCLC Grantees Michael Hutson Research Associate May 23, 2014

2. www.learningpt.org 2 Agenda  PPICS Overview Basic Structure, Reasons for the Database  PPICS Gaining Access The Grantee Profile The APR  Conclusion

3. www.learningpt.org 3 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 Performance Information

4. www.learningpt.org 4 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.

5. www.learningpt.org 5 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.

6. www.learningpt.org 6 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.

7. www.learningpt.org 7 PPICS: Gaining Access http://ppics.learningpt.org/

8. www.learningpt.org 8 PPICS: The Grantee Profile The Grantee Profile

9. www.learningpt.org 9 PPICS: The Grantee Profile Grantee Name Grantee Profile sections

10. www.learningpt.org 10 PPICS: The Grantee Profile  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)

11. www.learningpt.org 11 PPICS: The Grantee Profile Basic Info

12. www.learningpt.org 12 PPICS: The Grantee Profile Basic Info

13. www.learningpt.org 13 PPICS: The Grantee Profile Basic Info

14. www.learningpt.org 14 PPICS: The Grantee Profile Basic Info

15. www.learningpt.org 15 PPICS: The Grantee Profile Objectives

16. www.learningpt.org 16 PPICS: The Grantee Profile Objectives

17. www.learningpt.org 17 PPICS: The Grantee Profile Partners

18. www.learningpt.org 18 PPICS: The Grantee Profile Centers

19. www.learningpt.org 19 PPICS: The Grantee Profile

20. www.learningpt.org 20 PPICS: The Grantee Profile Guidelines  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.

21. www.learningpt.org 21 PPICS: The Grantee Profile Tips  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.

22. www.learningpt.org 22 PPICS: The Grantee Profile Tips  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.

23. www.learningpt.org 23 PPCIS: The APR The Annual Performance/Progress Report

24. www.learningpt.org 24 PPICS: The APR Overview  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)

25. www.learningpt.org 25 PPICS: The APR Overview  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

26. www.learningpt.org 26 PPICS: The APR Overview

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28. www.learningpt.org 28 PPICS: The APR Overview

29. www.learningpt.org 29 PPICS: The APR Objectives

30. www.learningpt.org 30 PPICS: The APR Overview

31. www.learningpt.org 31 PPICS: The APR Centers

32. www.learningpt.org PPICS: The Grantee Profile Centers 32

33. www.learningpt.org 33 PPICS: The APR Centers / Operations

34. www.learningpt.org PPICS: The APR Centers / Operations 34

35. www.learningpt.org 35 PPICS: The APR Centers / Staffing

36. www.learningpt.org 36 PPICS: The APR Centers / Staffing

37. www.learningpt.org 37 PPICS: The APR Centers / Attendance

38. www.learningpt.org 38 PPICS: The APR Centers / Attendance

39. www.learningpt.org 39 PPICS: The APR Centers / Attendance

40. www.learningpt.org 40 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

41. www.learningpt.org 41 PPICS: The APR Centers / Activities

42. www.learningpt.org 42 PPICS: The APR Centers / Activities

43. www.learningpt.org 43 PPICS: The APR Centers / Activities

44. www.learningpt.org 44 PPICS: The APR Centers / Activities

45. www.learningpt.org 45 PPICS: The APR Centers / Activities

46. www.learningpt.org 46 PPICS: The APR Centers / Activities

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48. www.learningpt.org 48 PPICS: The APR Centers / Activities

49. www.learningpt.org 49 PPICS: The APR Centers / Activities

50. www.learningpt.org  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. 50 PPICS: The APR Centers / WA Attendees Page Washington Attendees Page

51. www.learningpt.org  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) 51 PPICS: The APR Centers / WA Attendees Page * Entered by OSPI as in Previous Years

52. www.learningpt.org 52 Getting to the Washington Attendees Page For security purposes, you must log in again. Use your PPICS Username and Password. https://ppicsst.airprojects.org/

53. www.learningpt.org 53 Getting to the Washington Attendees Page Your centers should appear here

54. www.learningpt.org 54 Getting to the Washington Attendees Page Clicking on a tab will take you back to the main PPICS site.

55. www.learningpt.org 55 Getting to the Washington Attendees Page Click on a center name to begin entering attendee data.

56. www.learningpt.org 56 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: Getting to the Washington Attendees Page

57. www.learningpt.org 57 The Washington Attendees Page Double-check your numbers here:

58. www.learningpt.org 58 The Washington Attendees Page (Main)

59. www.learningpt.org 59 The Washington Attendees Page (Main)

60. www.learningpt.org 60 Methods for Entering Washington Attendee Data: A Very Important Interlude  The 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 CMethod A Washington Attendee Data

61. www.learningpt.org 61 PPICS: The APR Centers / WA Attendees Page

62. www.learningpt.org 62 PPICS: The APR Partners

63. www.learningpt.org 63 PPICS: The APR Partners

64. www.learningpt.org 64 PPICS: The APR Partners

65. www.learningpt.org 65 PPICS: The APR Partners

66. www.learningpt.org 66 PPICS: The APR Certification

67. www.learningpt.org 67 PPICS: The APR Tips  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.

68. www.learningpt.org 68 Conclusion Checking and Using Your PPICS Data

69. www.learningpt.org PPICS Data Collection Schedule May 1, 2014 June 3, 2014 July 1, 2014

70. www.learningpt.org 70 Conclusion Or, if you have questions later…  E-mail: WA21stcclc@air.org 21stcclc@contact.learningpt.org  Toll-free phone: 866-356-2711  Our goal is to respond to Help Desk requests within one or two business days. Questions?