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Can you touch more about data collection module development?

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Can you touch more about data collection module development?

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As a center at the University of Florida, we can take advantage of these kinds of special arrangements that the University of Florida has with software developers. Much of the softwares that we have is the most recent updates as they come out and so we have access to them in that way and then some programs might not.

A little bit about the development of our reporting system: when I originally came on, everybody was sending in spreadsheets and there were all kinds of typos. I used the software program that essentially designed what the graphic user interface for each of these modules might be and then we hired a web programmer who helped us before on another website. He puts this system together for us. I can't recall what the cost is,  but I'd say it was probably somewhere in the neighborhood of maybe 10 grand. We had kind of a maintenance contract with them for the last few years until they retired.

What I did was I put together a kind of a work Action Group with a number of our agents and specialists to look over the reporting forms and the options within those forms that I've developed.  It comes up with a level of training as to how to develop guidance documents and in-service training for people to kind of teach them how to use the system.

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I think because a lot of the formal education is being captured in some of the metrics. When you were working with the students and educators and trainings and workshops and other sponsored and organized events, a lot of those formal events show up there in 140 and so for this performance measure we really target in the informal aspect of it, since we are only counting all these other metrics that have to do with other educational items.

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Our program has an increasing focus on the social dimensions of agriculture and equitable access to seafood products, aquaculture products. Where does that type of work fit the metrics you outlined?

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Our program has an increasing focus on the social dimensions of agriculture and equitable access to seafood products, aquaculture products. Where does that type of work fit the metrics you outlined?

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That's not necessarily reflected in the metrics that the national sea grant office puts out,  which is why we have developed Delaware sea grant specific metrics. Those metrics are important for us internally to track progress towards those goals that aren't clearly specified by the national office. We don't share that information with the national office.  We do collect that information because we see those things are important in our strategic plan, and we need some kind of milestones to document progress towards achieving them, and to make sure that we're on track to accomplish what we hope to.

We're all starting to track some of our social impacts and accomplishments and write about them, but it would be interesting if we are creating metrics for our own programs.

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Regarding “do not count students again”, If a student went into a graduate program as a different role, do we count that as a new role or are you only looking for jobs in the public and private sectors?

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Regarding “do not count students again”, If a student went into a graduate program as a different role, do we count that as a new role or are you only looking for jobs in the public and private sectors?

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We are only looking at jobs in their fields.

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Under the previous convention, extension level of effort was reported under the one big extension form and now  you're asking for us to put in all these 90 dash 2 that are associated with focus areas. How is that going to work?

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Under the previous convention, extension level of effort was reported under the one big extension form and now  you're asking for us to put in all these 90 dash 2 that are associated with focus areas. How is that going to work?

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Because you put in a web form 90-2 to web form that turns into a project record. That project record will have a designated focus area,  say it's in aquaculture and you put an SFA. It'll be designated on this page as 100% SFA. So instead of breaking out advisory services across four different focus areas,  it'll already consider what aquaculture is, as far as the estimated level of effort. Now with the leveraged funds, you're just associating that with whatever project record, so that could be general advisory or it could be with this specific project.

The idea is to  look at each of these projects and decide what the emphasis is in terms of these areas of focus. Some of them will be pretty self explanatory, but then some, like the extension area,  could be more nuanced. And you can go in there and I can put percentages in based on what we think our extension effort is going to be in that year.

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For annual reporting, how do we count? Do we count just the first year and then continue every year after that?

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For annual reporting, how do we count? Do we count just the first year and then continue every year after that?

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You can do it either way. The information you report each year should be as accurate as possible to the activity in that year.  So as a Program Officer, I would highly recommend that you track it by year and kind of relate this coming out.

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You mentioned we should be submitting throughout the year. How do you schedule that? Do you do that all at once? How does that feed into your schedules?

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You mentioned we should be submitting throughout the year. How do you schedule that? Do you do that all at once? How does that feed into your schedules?

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I do them all at once. I kind of flag some during the year and wait and throw them in a file. One of the reasons is that I'm kind of in that mode. Second of all, sometimes you know there's even more to talk about if you wait a few months.

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Each project in pier needs to be represented in a statement, can those be lumped or should each project in PIER have its own statement?

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Each project in pier needs to be represented in a statement, can those be lumped or should each project in PIER have its own statement?

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Each impact or accomplishment needs to be tied to a project. So if a program has done some work, it's an accomplishment and you enter your accomplishment into PIER. You need to attach it to at least one project that you already have going.  Additionally, each project that a sea grant program has been in PIER needs to have some sort of activity:  whether it's an impact or accomplishment or just an update, if like COVID delayed the project.

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How should we cluster vs. split our impacts and accomplishments? For example, if two different funded students used their SG experience to accomplish great things, do we write about them separately or cluster them into one narrative?

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How should we cluster vs. split our impacts and accomplishments? For example, if two different funded students used their SG experience to accomplish great things, do we write about them separately or cluster them into one narrative?

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One student doing Sea Grant work and then I'll just say getting a job for example, that's an impact. If you want to lump them together and talk about all the students who are now having a similar impact to each other,  it's your call. We, the national office, have never gone so far as to say to get into that level of guidance, we've always just left it to the program to make that call.

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Do impacts need to be quantitative, economic, environmental or social, or can they be qualitative? It's sounding like that there aren't quite as tight constraints on what you're looking for Sea Grant.

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Do impacts need to be quantitative, economic, environmental or social, or can they be qualitative? It's sounding like that there aren't quite as tight constraints on what you're looking for Sea Grant.

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It's not as constrained as long as it meets the criteria of some output of Sea Grant work being applied by someone other than Sea Grant,  and we can tell that story and we have documentation of that effort,  then I'm pretty sure it would qualify.

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For this new omnibus, we had to break up into more projects. I have tripled the number of projects I needed to report on. I am wondering how you think that is going to affect going forward?

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For this new omnibus, we had to break up into more projects. I have tripled the number of projects I needed to report on. I am wondering how you think that is going to affect going forward?

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Mike Allen:

We are not sure whether we're going to continue to collect annual reports at the subproject level or at the main project level. We certainly have to connect the impact statements to the subproject level, but a lot of the metrics don't necessarily get connected to the subproject level. So we haven't fully made that decision yet about collecting that annual report for a project but it's something we're thinking about.

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Yellow = From Breakout Sections (Google Docs)

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Yellow = From Breakout Sections (Google Docs)

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Green = Questions that were asked during Q&A time.

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Green = Questions that were asked during Q&A time.

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About tools and technology. If you have developed one in a previous year, how far back is it realistic to go back? 

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About tools and technology. If you have developed one in a previous year, how far back is it realistic to go back? 

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Susan Holmes: It depends on the situation. If it takes a lot of time and other partners also use it, then you should report it. I can help you with reporting if you can provide a specific situation.

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How does the time commitment fit with your other responsibilities? How much time do you put towards it? 

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How does the time commitment fit with your other responsibilities? How much time do you put towards it? 

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Mike Allen MD:

Tons of time across our staff. We have 10 people involved in different aspects of reporting the initial review of all those annual reports. That takes a lot of time during October and November , like 30-40 hours of time to read those reports.

Wendy Mitman Clarke:

I pretty much block February through the end of March just for writing. I also take extra time to interview PIs and even sometimes I go even farther and interview people the PIs have worked with. Writing also gets several levels of editing. I do not take on any other big in depth projects at that point for writing or research.

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How to do metric measures with asking the PIs to report by October? What if other people also report differently to different timelines? (Cindy Hudson)

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How to do metric measures with asking the PIs to report by October? What if other people also report differently to different timelines? (Cindy Hudson)

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Mike Allen MD:

We have always reported for the October deadline because there are a lot of special awards conditions that have reports on the first nine months and then annually thereafter. So we collected our data like the artratic reports and that is also how we treated annual reports from the PIs.

Another reason is because we want to get an annual report before we give out second year’s funding. So we collect those reports after nine months and then annually and then that is always before the next funding date or before they want to know cost extension about the reports.

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Interested in learning more about OHSG's event database - can you share details? I would be happy to set up a time to show it to you! Sarah Kolesar

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Interested in learning more about OHSG's event database - can you share details? I would be happy to set up a time to show it to you! Sarah Kolesar

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What will happen for the PIER reporting for the next year?

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What will happen for the PIER reporting for the next year?

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It sounds like there are metrics that you only ask your staff, and others that you only ask your PIs, is that correct? 

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It sounds like there are metrics that you only ask your staff, and others that you only ask your PIs, is that correct? 

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Do peer-reviewed publications count as tools or ELWD?

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Do peer-reviewed publications count as tools or ELWD?

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If we’re reporting tools as used, then are we getting that data from them annually and if so, how do we/should we track that?

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If we’re reporting tools as used, then are we getting that data from them annually and if so, how do we/should we track that?

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Are programs being compared across the board?

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Are programs being compared across the board?

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How does your program, which starts the reporting cycle early, account for data that keeps accumulating before the end of the reporting year?  If you start gathering data in October/November, how do you account for additional programs/data in Dec-Jan?

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How does your program, which starts the reporting cycle early, account for data that keeps accumulating before the end of the reporting year?  If you start gathering data in October/November, how do you account for additional programs/data in Dec-Jan?

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Do we count a workshop if we fund it, host it, or participate in it, etc.?  Additionally, is there any resource that gives some clarification on metrics with where a project lies (external or not?)

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Do we count a workshop if we fund it, host it, or participate in it, etc.?  Additionally, is there any resource that gives some clarification on metrics with where a project lies (external or not?)

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In general, should programs err on the conservative side or generous side when choosing what to report?

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In general, should programs err on the conservative side or generous side when choosing what to report?

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How do "co-hosted" webinars (maybe through another group's standing webinar series but supported in-kind by a sea grant program with a SG-funded researcher) fit into reporting? Can these be included in PIER metrics or need to be in descriptive annual reporting?

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How do "co-hosted" webinars (maybe through another group's standing webinar series but supported in-kind by a sea grant program with a SG-funded researcher) fit into reporting? Can these be included in PIER metrics or need to be in descriptive annual reporting?

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When Kristen is saying annual report I assume she is referring to the PIER report.  What about Annual Reports that we create digitally or in print? Are they "required" reports? If so, is there a list of what needs to be included in that report?

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When Kristen is saying annual report I assume she is referring to the PIER report.  What about Annual Reports that we create digitally or in print? Are they "required" reports? If so, is there a list of what needs to be included in that report?

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Hi Kristen - the screen on multipliers went by so fast! Can I see that again? 

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Hi Kristen - the screen on multipliers went by so fast! Can I see that again? 

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How do you count FTE when people cross different areas of research? We do not split up different areas of research. All research is under one category. I think that is what you are looking for? Mary Newton Lima

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How do you count FTE when people cross different areas of research? We do not split up different areas of research. All research is under one category. I think that is what you are looking for? Mary Newton Lima

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For GAs or students, if the GA works 20 hours, do we count her/him as an FTE(Full Time Equivalent ) or do we count her/him as 0.5 FTE?

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For GAs or students, if the GA works 20 hours, do we count her/him as an FTE(Full Time Equivalent ) or do we count her/him as 0.5 FTE?

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Should students be considered in the FTE calculation for research staff?  PIs?  

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Should students be considered in the FTE calculation for research staff?  PIs?  

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How do you count FTE when people cross different areas of research? Mary Newton Lima

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How do you count FTE when people cross different areas of research? Mary Newton Lima

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In volunteers, does an unpaid undergraduate intern count towards volunteer numbers and hours on a research project.

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In volunteers, does an unpaid undergraduate intern count towards volunteer numbers and hours on a research project.

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What about a student that quits and is replaced, are they considered new or continuing?

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What about a student that quits and is replaced, are they considered new or continuing?

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Are supported post-docs considered students and if so do they get reported as "other"?

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Are supported post-docs considered students and if so do they get reported as "other"?

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Are we reporting students directly supported or students being supported by associated specialists, even if that funding's from an outside source? Ethan Chitty

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Are we reporting students directly supported or students being supported by associated specialists, even if that funding's from an outside source? Ethan Chitty

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Can annual report guidance be issued in July of each year, rather than Jan/Feb before a report is due in June?

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Can annual report guidance be issued in July of each year, rather than Jan/Feb before a report is due in June?

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Question if there's time (and apologies if I missed it earlier in presentation) - who develops/developed the PIER cross-cutting metrics? Are they updated every few years? (I'm new to the SG network) amaliaal

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Question if there's time (and apologies if I missed it earlier in presentation) - who develops/developed the PIER cross-cutting metrics? Are they updated every few years? (I'm new to the SG network) amaliaal

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Should we still be using the document "Summary of 2018 - 2021 Performance and Metric Definitions_Final"? I find this document confusing, particularly because the guidance doesn't follow how you enter information into PIER.  Mary Newton Lima

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Should we still be using the document "Summary of 2018 - 2021 Performance and Metric Definitions_Final"? I find this document confusing, particularly because the guidance doesn't follow how you enter information into PIER.  Mary Newton Lima

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In the number of degrees awarded metric, does this refer for example to a student who received funding for the thesis research and graduated this reporting period? What are other possible scenarios that could be counted here? Yulissa Garcia

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In the number of degrees awarded metric, does this refer for example to a student who received funding for the thesis research and graduated this reporting period? What are other possible scenarios that could be counted here? Yulissa Garcia

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Does it matter if an education event with students is formal or informal?

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Does it matter if an education event with students is formal or informal?

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Our university has 11 campuses. Is the home institution (where director reports) the specific campus of our university or the whole university?  Yulissa Garcia

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Our university has 11 campuses. Is the home institution (where director reports) the specific campus of our university or the whole university?  Yulissa Garcia

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Can extension presentations at conferences be included in the Professional and Public presentations metric (things that aren't trainings/events)? Mike Allen

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Can extension presentations at conferences be included in the Professional and Public presentations metric (things that aren't trainings/events)? Mike Allen

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Can you define NSI? How do we know if a NOFO is a NSI? If there a list somewhere?

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Can you define NSI? How do we know if a NOFO is a NSI? If there a list somewhere?

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Confused if leading/supporting development of research funding proposals external to Sea Grant (e.g., NSF)  would be included in performance metrics & if so under what category?

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Confused if leading/supporting development of research funding proposals external to Sea Grant (e.g., NSF)  would be included in performance metrics & if so under what category?

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Can you help define the expectation for “number of institutions”?  Do units/research centers within a university count as separate institutions?  

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Can you help define the expectation for “number of institutions”?  Do units/research centers within a university count as separate institutions?  

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For staffing in periods where 2 omnibuses are going for 1 program, do we count people twice if they contributed to both omnibuses?

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For staffing in periods where 2 omnibuses are going for 1 program, do we count people twice if they contributed to both omnibuses?

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For core funding proposals, in addition to our main funded research competitions, do we also include proposals for fellowship funding?

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For core funding proposals, in addition to our main funded research competitions, do we also include proposals for fellowship funding?

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Are we still to enter Program Metrics (Sea Grant Staffing- FTE's, etc.) into PIER for June annual reporting?  

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Are we still to enter Program Metrics (Sea Grant Staffing- FTE's, etc.) into PIER for June annual reporting?  

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How far back can we go to follow up for the "used" designation?

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Stealing some questions that came up from the breakout recaps that resonate:
*How far back is it ok to report on products developed by PIs? Is there guidance on how long should we be checking in with PIs after their funding cycle is completed?
*What is guidance on where peer-reviewed pubs fit (tools & techniques and/or ELWD)?

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Is a publication considered an "information service"? Is a flyer acceptable?

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Is a publication considered an "information service"? Is a flyer acceptable?

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How is the information submitted under tools, technologies, and products used by NSGO after it is submitted? Is there any compiling and synthesis of the tools and technologies info at the national level?

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How is the information submitted under tools, technologies, and products used by NSGO after it is submitted? Is there any compiling and synthesis of the tools and technologies info at the national level?

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If a product is put into the NSG Library are we allowed also to put that product in PIER as an ELWD Product if it meets the definition of product? I'm not referring to peer-reviewed publications here.

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For the number of communities that adopt/ implement hazard resiliency practices and the ones that adopt sustainable economic and environmental development practices and policies...should programs spend the time to report the ones that do NOT adopt or implement?

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For ELWD products and Tools/Tech., does NSGO only count or care about the ones USED? Should programs spend the effort to list those that are developed but not used?

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Can you provide examples of other sources of cost-share besides leveraged funding?

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Are the economic valuation guides that came out of the national office used only for performance measures and metrics? I would think they would be helpful in I/A as well (like the one on fellows, for example), but I don't think they have been mentioned.

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How do we report leveraged funding  that involves donated equipment and/or volunteers?

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How do we report leveraged funding  that involves donated equipment and/or volunteers?

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I was confused about the example given where HISG was a PI on a project yet was reported as influenced leveraged funding - working on the project, but not managed leverage.  Can you explain a little more?

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I was confused about the example given where HISG was a PI on a project yet was reported as influenced leveraged funding - working on the project, but not managed leverage.  Can you explain a little more?

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If managers adopt new ecosystem-based approaches (say, after new research or extension initiatives), do we count those same managers again?

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We agree that getting the businesses and fishermen to full report back on their actions can be tricky.  They may attend training, but do not respond to follow up surveys six months later to see if they DID change practices.  A few changes are industrywide.

For acres, example: specific restoration linear feet for a living shoreline, versus how much of the ecosystem benefits ?

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Interested on advice of how/where to talk about aquaculture/fisheries efforts focused on access. We and others in the SG network are doing more work to improve equitable access to seafood and aquaculture products.

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Reporting communities that adopt econ/ecol. practices

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Reporting communities that adopt econ/ecol. practices

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For reporting communities that adopt econ/ecol. practices, etc., we were specifically told by the national office not to count communities of practice or communities in a broader sense. However, some programs do count those and provide explanations. We do a lot of educating of, and training people that adopt, etc. that represent communities that are not census-based. Please provide more guidance to the entire program for reporting this measure.

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Is it possible to get PIER to create a report that you can query I/As and just get a print out of the text with linked projects, partners, focus areas, goals etc? I'd want to be able to query for reporting year and focus area.

Also - BTW - I tried to query a report of all my ELWD I/As last night and it only pulled out the last few years. Nothing before 2018. I think it might have to do with Strategic Planning time frame, but I thought I would let you know of that bug.

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Education represented in metrics and Performance Measures

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Education represented in metrics and Performance Measures

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Just a comment--
I've often wondered why education has two dedicated metrics and one dedicated performance measure. It seems like these three are related yet they are reported on different pages in PIER.
*Number of people engaged in Sea Grant-supported informal education programs
*Number of P-12 Students Reached Through Sea Grant-Trained Educators or Directly through Sea Grant Education Programs
*Number of P-12 Educators who participated in Sea Grant education programs

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If a community adopts a sustainable development practice or similarly if a fisher  modifies their practice, etc. one year and continues with that practice or even modifies their practice further in another year can we count that in multiple years?

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Are undergraduates that graduate and become graduate students counted in the number of graduates that find work PM? What about post-docs?

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Are undergraduates that graduate and become graduate students counted in the number of graduates that find work PM? What about post-docs?

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(If memory serves on the definitions documents) -- I know that a MS student that moves to a PhD student could count, but I'm not sure what is considered a "graduate" in this measure.  How about a student that moves to a higher degree and then later gets a job - can we count that student twice?

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If we have a training in which several communities participated in that training at once, what is the best way to report that. For instance, we hold a training and 3 counties participate in that training and maybe one changes something to become more resilient, how should we count that? Would I list each community (and their respective counties) on a separate line with 1 training on each line? That might look like more than 1 training when summed up. Similarly, I have usually tried to compile each community into one line item - if a community participates in more than one of our trainings I often compile this into one line with multiple trainings totaled but do I have to do that? What about a series of trainings? Does that count as 1 training or multiple?

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I've always wondered why we only capture INFORMAL education programs?

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When you are counting communities are they only municipal or county governments? We can also include tribal communities? And local communities, sometimes known as villages, may have an identity but are not incorporated as a town?

Also, how do we report regional projects or when communities outside our state join our trainings -- especially now that many efforts are online?

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Curious about when and the process by which these performance measures were developed? And whether there is a plan/intention to revisit these in the coming years?

Assuming literacy about aquaculture by stakeholders would be lumped under ELWD and sustainable fisheries metric is focused on industry

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Focus Area Selection in 90-2 WebForm for M/1?

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Focus Area Selection in 90-2 WebForm for M/1?

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Can you confirm that programs should not count as leveraged those funds that come from NOAA but do not flow-through the NSGO?

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Can you confirm that programs should not count as leveraged those funds that come from NOAA but do not flow-through the NSGO?

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Should our administrative projects (Program Management, for example) be split 25% across all focus areas?

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Should our administrative projects (Program Management, for example) be split 25% across all focus areas?

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Say you're part of a big $10M NSF grant and SG gets $1M of that. Would you report that $1M as managed and the rest ($9M)as influenced since you are part of the multiinstitution grant?

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Say you're part of a big $10M NSF grant and SG gets $1M of that. Would you report that $1M as managed and the rest ($9M)as influenced since you are part of the multiinstitution grant?

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It would be really helpful to see a list of examples for influenced leveraged funding. Can the NSGO pull together a list? 

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It would be really helpful to see a list of examples for influenced leveraged funding. Can the NSGO pull together a list? 

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Should we be 'aiming' for an LOE of 25% across the four focus areas, or should we be working towards what our original percentages were?

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Should we be 'aiming' for an LOE of 25% across the four focus areas, or should we be working towards what our original percentages were?

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Should we get annual report metrics and performance measures and I+A's for leveraged funding projects?

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Should we get annual report metrics and performance measures and I+A's for leveraged funding projects?

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We don't tend to put non-SG funded projects into PIER (e.g. leveraged projects). So how should we connect the project to a PIER project.

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We don't tend to put non-SG funded projects into PIER (e.g. leveraged projects). So how should we connect the project to a PIER project.

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Are their best practices on reporting on leveraged funds that go across Sea Grant reporting years? Should we report only once in the first year? 

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Are their best practices on reporting on leveraged funds that go across Sea Grant reporting years? Should we report only once in the first year? 

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Not a question but another way of doing it: I request I+A's from everyone (including funded researchers) through eSeagrant, then I download them and select/rewrite the ones to submit.

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Not a question but another way of doing it: I request I+A's from everyone (including funded researchers) through eSeagrant, then I download them and select/rewrite the ones to submit.

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Impacts of non-reporting period projects

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Impacts of non-reporting period projects

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How should we handle longer term impacts of projects in PIER? What should we do if the project that had the impact is no longer active on the current omnibus?

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Can we call them accomplishments and impacts, since first you accomplish something and then it has an impact?

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Can we call them accomplishments and impacts, since first you accomplish something and then it has an impact?

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It seems like the terms "Impacts" and "Accomplishments" are not immediately clear to many State level staff without a significant level of training. I think this arises in part the similarity of the names, are these names fixed or could they be changed to better describe the reporting standards?

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Do impacts need to be quantitative--economic, environmental or social? Or can they be qualitative?

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This relates to Maia's question about qualitative impacts.

We created a StoryMap and have metrics about this about numbers engaged (accomplishment). We got contacted by resource managers that this site helped them with their job to inform constituents about an oil spill. Does this qualify as a qualitative impact? (Thanks from a SG newbie)

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How should we cluster vs. split our impacts and accomplishments? For example, if two different funded students used their SG experience to accomplish great things, do we write about them separately or cluster them into one narrative?

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How should we cluster vs. split our impacts and accomplishments? For example, if two different funded students used their SG experience to accomplish great things, do we write about them separately or cluster them into one narrative?

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General question based on Pete's summary of group discussion:  Do we see other other's reporting? I can see pros and cons.

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General question based on Pete's summary of group discussion:  Do we see other other's reporting? I can see pros and cons.

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How much time does your Sea Grant office spend on reporting?  Please give some context with regards to your staffing level, areas or pieces that require more or less effort, and areas where you struggle. 

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How much time does your Sea Grant office spend on reporting?  Please give some context with regards to your staffing level, areas or pieces that require more or less effort, and areas where you struggle. 

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I love the color coding method you use to write the short summaries. I wonder if we can employ a similar method when writing impact statements to keep very clear on what we are seeking to answer in them. 

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I love the color coding method you use to write the short summaries. I wonder if we can employ a similar method when writing impact statements to keep very clear on what we are seeking to answer in them. 

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You are able to collect the eSG metric and measure data by December, but how do you collect the rest of the data from PIs - from December through January?

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You are able to collect the eSG metric and measure data by December, but how do you collect the rest of the data from PIs - from December through January?

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Do you continue to ask PI's for reporting beyond the end-date of the project to continue to report if tool is "used"?

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Do you continue to ask PI's for reporting beyond the end-date of the project to continue to report if tool is "used"?

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If a staff member is Associate Director and works in the extension Area and Outreach how do you count the FTE, or how is it based?

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Where can we find a copy of the slides from the presentations shared at this meeting? 

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Where can we find a copy of the slides from the presentations shared at this meeting? 

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how often and how far back do you go when following up with old research projects to look for impacts from closed projects?