ODP Information Bulletin
                 No. 00-023   December 8, 2000


          TO:       All State Administrative Agency Heads
          All State Administrative Agency Points of Contact

          FROM:     C.H. "Butch" Straub, II
          Director

          SUBJECT:  Advisory for Users of the On-Line Data Collection Tool


As usage of the Office for Domestic Preparedness Support (ODP) On-Line
Data Collection Tool continues to increase, several common problem areas have emerged.  This
information bulletin is being provided to identify these issues to the community of users and
provide some helpful hints for avoiding or addressing each. 

Issue # 1 - Many users are confusing the grant application process with the assessment and
strategy development process.  Please remember that grant applications are completed using the
Office of Justice Programs' Grant Management System (GMS).  Grantees may access GMS at the
following URL: http://www.ojp.usdoj.gov/fundopps.htm.  The On-Line Data Collection Tool,
which is used to collect and submit the needs assessment data and three-year statewide strategies
associated with the ODP State Domestic Preparedness Equipment Program, can be found on
the ODP web site at: http://www.ojp.usdoj.gov/odp.
   
Issue # 2 - Many states are completing the entry of the assessment data for their local
jurisdictions. Given the current design of the On-Line Data Collection Tool, this approach
requires states to create multiple user id's (one for each local jurisdiction). We have found that
some states have used variations of the same user id for this purpose.  Without a carefully
maintained master list of id's and passwords, this becomes extremely complicated.  In addition,
given that the user id's and passwords are case sensitive, utilization of case variations can further
complicate this process.  Adopting a standard where the user id reflects the jurisdiction name may
help in this situation.  (Note: ODP is also in the process of updating the Tool so that the user
id will be identified in the approval screen and email message.)

Issue # 3 - Currently, On-Line Data Collection Tool passwords expire after 60 days.  This is a
necessary security feature.  However, the system currently provides no warning when a password
is nearing its expiration.  Instead, once a password has expired, users receive a message indicating
that they have become an "unauthorized user."  A modification is currently being developed that
will provide user's with a warning and a field prompting them to change their password.  In the
interim, if an "unauthorized user" message is received, please call the OJP toll-free help line at 1-
888-549-9901 to have the password reset. 

I hope this information is helpful.  If you have additional questions on these issues, please feel free
to contact your ODP grant program manager.