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Dear Colleagues,
Following is the first of many communications that we promised regarding the WBRS transition. As you know, we are hosting a series of conference calls this month to provide information and address concerns raised by our users. We have also formed a small working group of state commissions that are working to identify specific needs of commissions. Over the next several weeks we will be creating a similar working group of national grantees. Both of these working groups are helping Mikel Herrington, Lois Nembhard and me to ensure that we capture feedback from all of our constituents and identify any potential challenges as we move forward.
As work continues on the My AmeriCorps Member Portal, I want to emphasize that all member functionality that you now have in WBRS will be transferred to this new system, except member timesheets. You will still be able to enroll, exit, transfer, refill, etc in this system at the prime level and at the sub-site or sub-grantee.
Member Management
At the conference, we heard from you a desire to extend WBRS longer so that programs that elect to utilize the WBRS timekeeping function for program year 07-08 may complete their service year. We will be extending WBRS functionality until September 30, 2008, the end of the 08 Fiscal Year. However, once the My AmeriCorps portal is live in April, the Corporation will no longer make a data transfer from WBRS to the Trust. Programs will have to exit members from the portal, and enter any other actions that have Trust implications using the portal. In the new year, we will publish specific guidance on what will be required.
Progress Reporting
Below this message are screen shots for the new progress report screens in eGrants that will replace the GPR in WBRS. Note that the section for demographic information, which in the example is the current VISTA screen, will eventually be the place for the OMB approved demographic reporting elements. I have also attached the current draft of these, and draft instructions for state and national.
As we announced at the conference, we realize that not every program has activities that address the data outputs. Programs only need to report on activities in which they actually engage. Additionally we are not asking programs to gather this information by census. Please feel free to use estimates except for the number of total volunteers and number of member applicants.
We will discuss the progress reports screens during the second week of conference calls. As we discussed at the conference, commissions and national grantees will still have WBRS reporting capability for sub-grantees and sub-sites for the December 07 progress report. However, the aggregate progress report will be submitted via the new report format in eGrants.
Please keep in mind as you think about new systems for member management, financial management, and program management that the retirement of WBRS is an opportunity to re-think your entire data collection process. I hope you are asking yourself “What data do we really use?” “What can we do without?” What are we collecting now and NOT using?” etc. If we let this opportunity go by and simply re-invent multiple versions of the old system, we have missed a significant opportunity to improve our systems, streamline our processes, and reduce burden for us and our stakeholders. Your program officer can help you think about these questions and can also provide additional information if you have questions on what the Corporation will collect.
You will find below the schedule and call in number for the conference calls, which appeared in the last Policy Update. Note that all times listed are Eastern Time. We look forward to talking with you then!
Conference Call Schedule
Number for all calls: 888-791-1856
Financial Reporting Q and A and Best Practices
Call 1: Tuesday, September 11, 3:00 pm EST Passcode: Amy
Call 2: Thursday, September 13, 3:00 pm EST Passcode: Borgstrom
Progress Reporting Q and A and Best Practices
Call 1: National Grantees, Tuesday, September 18, 3:00 pm EST
Passcode: National
Call 2: State Grantees, Thursday, September 20, 3:00 pm EST
Passcode: State
Member Management Q and A and Timekeeping Best Practices
Call 1: Tuesday, September 25, 3:00 pm EST Passcode: Member
Call 2: Thursday, September 27, 3:00 pm EST Passcode: Management
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