State Program Report V3.1 User Manual - for State Users

Institute of Museum and Library Services (IMLS)

Library Services and Technology Act
(LSTA) State Grant Programs

STATE PROGRAM REPORT
V3.1
USER MANUAL
for
State Directors and Users

November 2004
Prepared for:

Prepared by:

Institute of Museum and Library Services
1100 Pennsylvania Avenue, NW, Rm 802
Washington, DC 20506

Perot Systems Government Services
(formerly SOZA & Company, Ltd.)
13880 Dulles Corner Lane
Herndon, VA 20171

LSTA State Program Report System V3.1 State User Manual

TABLE OF CONTENTS
System Requirements....................................................................................................... 4
Help................................................................................................................................... 4
Log In ................................................................................................................................ 5
Update User Information ................................................................................................... 7
Edit State Program Report ................................................................................................ 9
View State Program Report ............................................................................................ 10
Validation Report............................................................................................................. 12
Edit OBE (Outcome-Based Evaluation) Summary (Section 2) ....................................... 13
Maintain Libraries and Projects (Section 3) .................................................................... 14
Maintain Libraries........................................................................................................ 14
Add a Library ........................................................................................................... 14
View Library List...................................................................................................... 15
Edit a Library ........................................................................................................... 16
Merge Libraries ....................................................................................................... 16
Maintain Projects......................................................................................................... 17
Add a Project........................................................................................................... 17
Edit or Delete a Project ........................................................................................... 20
Add a Child Project ................................................................................................. 23
View a Child Project ................................................................................................ 25
Edit a Child Project.................................................................................................. 26
Print a Project.......................................................................................................... 27
Customized Reports........................................................................................................ 28
Carry Forward State Project Data ................................................................................... 34
Submit State Program Report ......................................................................................... 35
Financial Form (SF 269) ................................................................................................. 37
Submission History ......................................................................................................... 40
Data Upload Utility .......................................................................................................... 41
Online Help File............................................................................................................... 42
Responsibilities ............................................................................................................... 43
Manual ............................................................................................................................ 44
Drop-down Menu Choices............................................................................................... 45

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LIST OF FIGURES
Figure 1: Login .................................................................................................................. 5
Figure 2: Security and Privacy .......................................................................................... 6
Figure 3: State Program Report Home Page .................................................................... 7
Figure 4: Edit User’s Information....................................................................................... 8
Figure 5: Edit State Program Report............................................................................... 10
Figure 6: View State Program Report ............................................................................. 11
Figure 7: Validation Report ............................................................................................. 12
Figure 8: Validation Project Selection ............................................................................. 12
Figure 9: Edit OBE Summary.......................................................................................... 13
Figure 10: Add a Library.................................................................................................. 15
Figure 11: Library Management ...................................................................................... 15
Figure 12: Edit a Library.................................................................................................. 16
Figure 13: Merge Libraries .............................................................................................. 17
Figure 14: Add a Project (General Data)......................................................................... 18
Figure 15: Add a Project (Project Description)................................................................ 19
Figure 16: Edit a Project (General Data)......................................................................... 21
Figure 17: Edit a Project (Project Description) ................................................................ 22
Figure 18: Add a Child Project ........................................................................................ 24
Figure 19: View Child Projects ........................................................................................ 25
Figure 20: Edit a Child Project ........................................................................................ 27
Figure 21: IMLS Reports Tab.......................................................................................... 28
Figure 22: IMLS Simple Search Window ........................................................................ 28
Figure 23: IMLS Advanced Search Criteria Selection Window ....................................... 31
Figure 24: Advanced Search Project Listing Screen....................................................... 32
Figure 25: Field Selection and Sort Criteria Screen........................................................ 33
Figure 26: Copy Projects................................................................................................. 34
Figure 27: Copy Projects Options Screen....................................................................... 34
Figure 28: Submit Report Certification ............................................................................ 36
Figure 29: IMLS Submission Confirmation Screen ......................................................... 36
Figure 30: Submission History ........................................................................................ 41
Figure 31: SPR Import Data............................................................................................ 42
Figure 32: Online Help Menu Screen.............................................................................. 43
Figure 33: Responsibilities .............................................................................................. 44
Figure 34: Drop-Down Menu Choices............................................................................. 45

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System Requirements
Before logging in to the LSTA State Program Report (SPR), please be sure your browser
and workstation meet the following requirements:
•
•
•
•

Browser: Internet Explorer (6.0 or higher) or Netscape (4.7 or higher)
Workstation memory: 128 Megabytes of RAM
Workstation free hard disk for temporary files: 50 Megabytes
Workstation should have a connection to the Internet

Note: If the system freezes while you are working in it, this is usually a sign your
browser version is too old. You can solve this problem by logging off and back on
periodically. However, a more permanent solution would be to upgrade your browser
version.

Help
There is an extensive online help file that explains the purpose, usage, field names,
descriptions, a glossary, and much more information on the functionality of the system. It
contains an introduction page that further details the contents and usage of the help
files. To access the help system, click on the Help tab at any time. You will be presented
with a list of menu options from which to choose, on the left hand side of the screen.
Choose a topic and view details on the subject by clicking on it.

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Log In
In your browser window, type http://spr.imls.gov/ this will bring up the login screen in
Figure 1: Login below. IMLS sent each state's username and password to the LSTA
Coordinator. If you need help getting your state's username/PW, please contact the
State Programs Office at 202/653-4678 or via e-mail at: [email protected]

Figure 1: Login

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Clicking the Login button, or pressing Enter, will bring up a click-through screen with
security and privacy information, as shown in Figure 2: Security and Privacy on the next
page.

Figure 2: Security and Privacy

After reading this screen, click the OK button. This action will bring up your state’s
Program Report homepage, as shown in Figure 3: State Program Report Home Page

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Figure 3: State Program Report Home Page

The top section of the screen shows the totals for the default fiscal year for the grant
award: number of projects, allotment amount, and LSTA funds awarded. There are also
three radio buttons in this section. The buttons labeled, Last Year, Current Year and
Next Year allow you to view project data for other fiscal years. Next are the three
sections of the report: Section 1 Grant Award Summary, Section 2 OBE (Outcome
Based Evaluation) Summary, and Section 3 Project Reports. The Help tab in the upper
right side of the screen takes you to information about the different parts of the system
and screens where data is entered.
The screen, Figure 3: State Program Report Home Page, shows the Edit feature
enabled for Sections 1 and 2. The Add feature is enabled for Section 3 because the
report status is Pending. These buttons will also be enabled if the status is Returned.
However, if the status is Approved or Submitted, you will only be able to View the project
summary and projects, you will not be able to Add or Edit.
The top section includes a dropdown list where you can select which reporting period
you wish to work on. Once you select a reporting period, the screen will display the
information entered for that period. To get a print-friendly format of the information,
select the Print Version button on the right side of the top bar. To print, right-click
anywhere in the print window and select the Print option from the popup menu.

Update User Information
Review your user information via the Update Users Information link in the navigation bar.

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Clicking this link will display the screen shown in Figure 4: Edit User’s Information.

Figure 4: Edit User’s Information

Type your new information in the indicated text entry fields and click Save. Data that
can be modified have a text entry field next to the label. Labels in red followed by an
asterisk are required fields. These fields may not be left blank. This screen also
displays your User Type and Assigned States. Only IMLS users are assigned multiple
states. To close the window, click the Cancel button or click the "X" button at the top,
right corner of the window.
******Keep your Username and Password safe and secure!

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When a State Library Administrative Agency (SLAA) receives its Username and
Password from IMLS to access the State Program Report system, they should change
the password as soon as possible to one of their choice. This is done via the Update
User Information screen described above.
Multiple individuals affiliated with the SLAA can use the same Username and Password
to access the report. They can also work simultaneously on the report. However, the
SLAA staff responsible for completing the report should use caution when making the
Username/Password available, because anyone with the Username/Password can add,
delete and change the information and data in the report up to the point when it is
submitted.
If SLAA staff forget the password, they should contact the State Programs Office to ask
to have the password reset. Call 202/653-4678 or e-mail [email protected]. When
passwords are reset, the temporary password is the same as the username. Staff
should immediately change the temporary password to a new one.

Edit State Program Report
You can maintain the annual Grant Award Summary throughout the year. The majority
of information for this Summary is automatically filled based on information you enter
when creating projects. However, portions of the Summary require your data input. If
the status is not Approved or Submitted, the Edit Summary button is available on the
right side of the second bar called Section 1 Grant Award Summary. Click on this button
to display the screen shown in Figure 5: Edit State Program Report . If the status is
Approved or Submitted, the View Summary button is available. Clicking this button will
bring up the View Annual Summary screen.

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Figure 5: Edit State Program Report

Once you start adding projects to the selected year, the calculations for libraries
receiving grants and number of grants funded for the different project types and the total
report will be automatically calculated and displayed under the Section 1 Grant Award
Summary. When you have finished updating information, simply click on the Save
button to save all your information. To close the window, click the Cancel button or click
the "X" button at the top, right corner of the window.

View State Program Report
If the status is Approved or Submitted, you will only be able to view information
displayed in Section 1, 2, or 3. For example, to preview a printable Project Summary
Report, click the Print Version button on the right side of the Section 1 menu bar.

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Clicking this button will bring up a printable report summary screen. This screen is
shown below in Figure 6: View State Program Report. Click the "X" button at the top,
right corner of the window to close this screen.

Figure 6: View State Program Report

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Validation Report
This section explains the purpose of and use of the project Validation Report. Before a
sate director submits a report for review, they must ensure all required fields in each
project are filled out. To ensure all projects are correct, select Validate Reports as seen
in Figure 7: Validation Report.

Figure 7: Validation Report

You will then be presented with a list of projects that are missing required information.
All projects will need to be edited before the state report can be submitted for approval.
To edit a report, simply select the report number as seen in Figure 8: Validation Project
Selection.

Figure 8: Validation Project Selection

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Once a project is selected, you will then be taken to the Edit a Project Screen. To view
the fields you need to enter, select Save. A popup window will appear informing you of
the fields that need to be completed. Once you have completed editing the project and
have saved the information, that project will be removed from the Validation Report.

Edit OBE (Outcome-Based Evaluation) Summary (Section 2)
This section displays two text entry fields with information related to the SLAA’s OBE
initiatives. If the status is not Submitted or Approved, you may edit these text fields.
You can do this either by clicking on the Edit OBE button on the right side of the Section
2 bar or on the Edit OBE Summary link at the bottom of the section.

Clicking this button will display the screen in Figure 9: Edit OBE Summary below.

Figure 9: Edit OBE Summary

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Up to 2,000 characters can be directly entered into these text fields. To expand these
text fields to view all 2000 characters, simply click the Expand button located on the
upper right hand corner of each box. There are two ways to determine how much text is
available for entry into each box. The first is by looking at the value in the “Text Length
Remaining” field. This value will inform you of how many characters you have available
for entry into the OBE field. The second way is to double click anywhere inside either of
the text boxes. By doing this, you will be given a pop-up window informing you exactly
how many characters you have entered in the text box. When you have completed
entering text, click the Save button to save your data. To close this window, click the
Cancel button or click the "X" button at the top, right corner of the window.

Maintain Libraries and Projects (Section 3)
Each state will enter project information for every project funded in a specific allotment
that is subject to reporting at that time. The report should include administration of LSTA
as a project. For example, for Annual Reports that are due to IMLS not later than
December 30, 2003, the associated allotment is that of FY2002, for which its two-year
grant period ended September 30, 2003. You may want to enter all of the libraries and
organizations before starting to enter project information. (When entering project details,
you can select the appropriate library from the list.) The list of libraries will carry forward
to future report years, so that you do not have to re-enter all of the information each
year.
If the status of the annual report is not Approved or Submitted, you can use Section 3 to
enter and edit libraries. You can also enter, edit, delete, and print projects and associate
them to libraries. The list of projects below the Section 3 bar may be sorted by clicking
on any column heading (except Action). The Action column allows you to edit or delete
a selected project. Note that you can only view projects if the status of the annual report
is Approved or Submitted.

Maintain Libraries
The following screens allow you to add, edit and merge libraries, if the status of the
Annual Report is either Pending or Returned. Note that libraries cannot be deleted once
entered, but can be made inactive to prevent them from displaying in dropdown lists for
projects.
Add a Library
To add a library, click on the Add a Library button on the right side of the Section 3 bar.
You may also add a library via the Manage Libraries link on the Navigation bar.

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Clicking will bring up the screen shown in Figure 10: Add a Library. This screen will
allow you to input information about the libraries and other organizations to which LSTA
funds were granted.

Figure 10: Add a Library

You only need to add libraries that received LSTA funds under the grant award for the
two-year grant period ending with the last fiscal year (September 30 of the current year).
However, once added, a library cannot be deleted, only made inactive. Only active
libraries are displayed in the dropdown list when you add a project. After entering
information, save the record by clicking the Save button. To close the window, click the
Cancel button or click the "X" button at the top, right corner of the window.
View Library List
To view the entire list of libraries for your state, click the View Library List link at the
bottom of the Add a Library screen. This will bring up the screen in Figure 11: Library
Management.

Figure 11: Library Management

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The Library Management screen allows you to manage the content of the pool of
libraries available to associate with LSTA projects. By default, the screen opens and
displays only the active libraries. To view inactive or all libraries, select your choice from
the View dropdown list. The page will automatically refresh, displaying the libraries that
match your selection.
You can sort the list by Library Name by clicking on that column heading. This will
refresh the screen with the libraries re-sorted. To edit a particular record, click on the
Edit link for the record under the Action column. This action will bring up an edit screen
for that record, as shown in Figure 12: Edit a Library.
Edit a Library
After making your changes, click the Save button to save the record. To return to the
Library Management screen, click on the View Library List link at the bottom of the
screen. To close the window, click the Cancel button or click the "X" button at the top,
right corner of the window.

Figure 12: Edit a Library

Merge Libraries
If a second library has been entered by mistake and associated to a project, you will
need to merge it into the primary library. To do this, click on the Merge Libraries link at
the top of the Library Management screen in Figure 11: Library Management. This will
display the screen shown in Figure 13: Merge Libraries.

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Figure 13: Merge Libraries

To merge libraries, select a primary and secondary library, and then click on the Merge
Libraries link at the bottom of the screen. Projects associated to the secondary library
will be associated to the primary library’s id. The secondary library will be deleted. To
close the window, click the Cancel link or click the "X" button at the top, right corner of
the window.

Maintain Projects
The following screens allow you to add, delete, or edit projects. These functions are
enabled only if the status of the Annual Report is either Pending or Returned.
Add a Project
If the annual report status is Pending or Returned, you can add information about
projects funded under the grant award to your state library in the two-year grant period
ending with the last fiscal year (September 30 of the current year). Click on the Add
Single Proj or Add Parent Proj button on the right side of the Section 3 bar or on the link
at the bottom of Section 3.

This will display a two-part screen as shown in Figure 14: Add a Project (General Data)
and Figure 15: Add a Project (Project Description)

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Figure 14: Add a Project (General Data)

This screen allows you to add projects for your state and the selected fiscal year. The
general data portion is shown in Figure 14: Add a Project (General Data) above.
Selecting Add a Library allows you to add a new library record into the system.
The system allows you to add two types of projects; Single Project or Parent Project.
Single Project refers to ‘stand-alone’ projects that are all encompassing. They
form a coherent and significant whole as individual activities (e.g. grant cycles).
Parent Project refers to those that have subordinate or ‘child’ projects associated
with them. See Glossary and examples.
The Goals and the Allotments have been pre-populated. If you note any errors, contact
your IMLS Program Office. To select more than one primary or secondary user or
service, hold down the CTRL key and click on the others.

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Figure 15: Add a Project (Project Description)

Figure 15: Add a Project (Project Description) shows the project description portion of
the screen. Clicking the Exemplary? Checkbox, at the top of the screen, will allow you to
type into the Exemplary Reason text box as well as make it a required field (red label
with asterisk). Up to 2,000 characters can be directly entered into these text fields. To
expand these text fields to view all 2000 characters, simply click the Expand button
located to the left of each box. There are two ways to determine how much text is
available for entry into each box. The first is by looking at the value in the “Text Length
Remaining” field. This value will inform you of how many characters you have available
for entry into the text field. The second way is to double click anywhere inside either of
the text boxes. By doing this, you will be given a pop-up window informing you exactly
how many characters you have entered in the text box.
To finalize and store the new project, fill in all required fields and click the Save/Clear,
Save/Keep, or Save/Close button. If any of the required fields are missing you will be
informed of the missing information and given the option to continue saving, or to go
back and enter the missing data. To close the window, click the Cancel button or click
the "X" button at the top, right corner of the window. Each button's functionality is as
follows:
Save/Clear - Submits a project record and “resets” (clears data out of) all the
fields. Useful when you are going to immediately create another project record.
Save/Clone - Creates a project record and only clears certain fields. Useful when
you have Single Projects or Child Projects that have much the same information.
Save/Close - Creates a project record and closes the pop-up window

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Reset - Clears all entered text and replaces fields with default values.
Edit or Delete a Project
You can only edit or delete a project if the report status is Pending or Returned. On the
homepage, in the list of projects beneath the Section 3 bar, locate the project you wish
to modify. Note that Parent Projects are denoted with an * (asterisk) after the Title.
To delete a project, click the Delete link under the Action column on the right. When you
click the Delete link, an alert box appears to confirm you want to delete the project. Click
the OK button to delete the record from the database.

To modify the project, click the Edit link for that project under the Action column.

Clicking the Edit link will bring up a two-part screen as shown in Figure 16: Edit a Project
(General Data) and Figure 17: Edit a Project (Project Description).

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Figure 16: Edit a Project (General Data)

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Figure 17: Edit a Project (Project Description)

After entering your updates, click the Save button to save changes made to the project
fields. To add a child-project, which can only be done as a sub-set to a Parent Project,
click the Add Child Proj button at the top or bottom of the screen (see arrow in figure
above). This will bring up the screen shown in Figure 18: Add a Child Project. If the
Parent Project already has child projects, a link “View Child Projects (#)” will appear next
to the Edit a Parent Project screen title at the top of the screen. The number in
parentheses represents the number of child-projects associated to the Parent.

*****Viewing child-projects is explained below.

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Add a Child Project

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Figure 18: Add a Child Project

Each state will enter child-project information for a parent project, if applicable. Child
project information does impact calculations in the software. This screen allows you to
add child projects associated with a parent project. The system automatically
propagates information from the Parent to the Child project records, which can be
maintained as is, or revised. Clicking the Exemplary? Checkbox, at the top of the
screen, will allow you to type into the Exemplary Reason text box as well as make it a
required field (red label with asterisk). Up to 2,000 characters can be directly entered
into these text fields. To expand these text fields to view all 2000 characters, simply
click the Expand button located to the left of each box. There are two ways to determine
how much text is available for entry into each box. The first is by looking at the value in
the “Text Length Remaining” field. This value will inform you of how many characters
you have available for entry into the text field. The second way is to double click
anywhere inside either of the text boxes. By doing this, you will be given a pop-up
window informing you exactly how many characters you have entered in the text box.
To finalize and store the new child project, fill in all required fields and click the
Save/Clear, Save/Keep, or Save/Close button. If any of the required fields are missing,
you will be informed of the missing information and given the option to continue saving,
or to go back and enter the missing data. To close the window, click the Cancel button
or click the "X" button at the top, right corner of the window. Each button's functionality
is as follows:
Save/Clear - Creates a sub-project record and "resets" (clears data out of) all the
fields. Useful when you are going to immediately create another project record.

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Save/Clone - Creates a project record and only clears certain fields. Useful when
you have Single Projects or Child Projects that have much the same information.
Save/Close - Creates a sub-project record and closes the pop-up window
Reset - Clears all entered text fields
Cancel – Closes the window without saving any changes.
View a Child Project
If the Parent Project has child projects, click the View Child Projects (#) link next to the
Edit a Parent Project title at the top of the screen. The number in parentheses
represents the number of child projects associated with the Parent. This will display the
screen shown in Projects below.

Figure 19: View Child Projects

This screen lists child projects related to a main project. The main project’s title is
displayed as well. To return to the Edit a Parent Project screen, click the Ret Main Proj
button. Click the Delete button to delete the child project. When you click the Delete
button, an alert box appears to confirm you want to delete the child project. Click the OK
button to delete the record. Click the Cancel button to cancel the delete action.
The Edit button allows you to update details of the child project and brings up the Edit
Child Project screen shown in Project below. To create a record, fill in the required fields
and click the Save button. To close the window, click the Cancel button or click the "X"
button at the top, right corner of the window.

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Edit a Child Project

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Figure 20: Edit a Child Project

After you have completed making updates to your data, simply select Save to store your
data, Reset to clear the changes or Cancel to delete the changes and close the window.
Print a Project
You can print a hard copy of a project. This is done via the print button to the right of
each project in Section 3 Project Reports portion of the Home page.

If a Parent Project is printed, the hard copy will include the “Titles” of the Child Projects
associated with it, but not the Child Project details.

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Customized Reports
IMLS gives you the ability to query data and to view that data in the form of a report. To
do this, first select the Reports tab as seen in Figure 21: IMLS Reports Tab.

Figure 21: IMLS Reports Tab

Once you select the Reports tab, you will be presented with two report options; a simple
search and an advanced search. The simple search gives you the ability to search
using a specific state name and a given fiscal year. If you select the first option, a)
Search using state and fiscal year (Simple Search), you will be presented with the
window seen in Figure 22: IMLS Simple Search Window. Please note that you will only
see data for your state. Select your state and then select the fiscal year that you wish to
view, and then select Search.

Figure 22: IMLS Simple Search Window

Once you select Search, you will be presented with a formal report, based on your
specific data request. This report is formatted properly and ready for print.

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The second report option is the Search using multiple fields (Advanced Search). This
search option allows the user to send very specific queries to IMLS and receive all
matching results. To initiate this query, select the option B radio button and select
Continue. You will be presented with a criteria selection screen, seen in Figure 23: IMLS
Advanced Search Criteria Selection Window

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Figure 23: IMLS Advanced Search Criteria Selection Window

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From the Criteria Selection Window the user will have the option to select specific
criteria they would like to view on your report. Once you have selected the criteria,
select the Search button to advance. You will then be presented with the Advanced
Search Project Listing Screen. From this window you will be presented with all the
projects that meet your criteria, and you have the option of selecting the projects you
would like to view on your report. To advance, select specific projects, then select
Continue as seen in Figure 24: Advanced Search Project Listing Screen.

Figure 24: Advanced Search Project Listing Screen

After you select Continue, you will be taken to the Field Selection and Sort Criteria
Screen. From this screen you will be able to select specific fields that you wish to view
in your report, the way you wish to sort your report, and the output format of your report.
After you select the fields you would like to view, select the primary, secondary and
tertiary sort order. This option is not mandatory, but can present data in a manner that
makes projects easier to find. Your data will be sorted first by the primary sort, then by
the secondary sort, and finally by the tertiary sort. The final option on this page is the
report output options. This option lets you send your report to MS Excel by selecting
Excel in the output type dropdown menu. If you wish to view a formatted report, which is
ready for print, select Report as the output type. Once you are finished, select Show
Report and your report will be generated. These options are seen in Figure 25: Field
Selection and Sort Criteria Screen.

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Figure 25: Field Selection and Sort Criteria Screen

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Carry Forward State Project Data
Users will have the option to copy project data from a previous fiscal year to the current
fiscal year. This option is useful should you have project data that is the same or similar
to that of projects you’ve created in the past. To use this feature, select Copy Projects
from the main toolbar on the State Program Report Homepage, as seen in Figure 26:
Copy Projects.

Figure 26: Copy Projects

Once you select Copy Projects, you will be taken to the main copy projects screen.
From this screen you will have the option of viewing projects from previous fiscal years.
You can select specific projects to copy into the current fiscal year. If you select P, the
project will be copied as a Parent Project. If you select S, the project will be copied as a
Single Project. This is demonstrated in Figure 27: Copy Projects Options Screen.

Figure 27: Copy Projects Options Screen

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Once you have selected the projects you would like copied, select the Copy button. The
selected projects will then be copied into the current fiscal year. Please note that these
projects will be assigned a new project code.

Submit State Program Report
After all information has been entered for libraries and projects, you are ready to submit
the State Program Report to IMLS. To do this, click on the Submit State Program
Report link at the bottom of the Home Page.

An alert box will confirm that you are ready to submit the projects.

Click OK. If the projects being submitted do not have the required fields populated, then
you will be presented with a validation report. The validation report will present a list of
projects needing to be edited before they can be submitted. If all project data is
completed correctly, then the Submit Report Certification screen will be displayed. This
screen is seen in Figure 28: Submit Report Certification.

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Figure 28: Submit Report Certification

This screen allows you to view and add submission comments. To close the window,
click the Cancel link or click the "X" button at the top, right corner of the window. This
screen displays comments that are entered when Submissions are made. New
comments are appended to the existing Submission History. Along with the comment, a
date, the user name, the version number are recorded. Enter your State Administrator
Password using the correct upper/lower case, since this field is case-sensitive. Click on
the Submit link to submit your comments.
Upon successful submission of the State Program Report, a “confirmation” screen will
display, as in Figure 29: IMLS Submission Confirmation Screen. This screen also
contains two links to hard copy forms that must be completed and mailed to the IMLS
State Programs Office. The mailing address is shown on the screen. Confirmation of
the successful submission will be made to your State Administration (Authorized
Official), State User (Coordinator) and State Program Officer through e-mail

Figure 29: IMLS Submission Confirmation Screen

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Financial Form (SF 269)
The Financial Form (SF 269) has been added to the IMLS SPR site to allow states to
prepare the SF 269 information online and print in the expected format for signature and
submission by mail to IMLS. To access the online form, click the SF 269 button on the
home page.
SF 269 Button

A window will appear that will allow you to add a new form by pressing the Add button or
edit, delete or print an existing form.
Viewing 269 Online Forms

Adding/Editing 269 Online Forms

After entering data, click the Save button. To edit the form, click the Edit button in the
View window. When editing, you will see a Print button in the top and bottom bars.

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Clicking the Print button will bring up a printable version of the form. Click the Print icon
on this screen to print the form. The form will print in the expected SF 269 format. A
Print Help button is available to assist with common printing challenges. The printable
form is pictured below.

Instructions for completing the form:
Here are item-by-item instructions for the form. This report is due to IMLS by December
30. Please send original with the signature of the Authorized State Legal Officer in blue
ink. Please type or print legibly.
Item

Entry

2

Enter the number for your Grant Award

3

Enter the name of your organization

4

Enter the Employer Identification Number (EIN) assigned by the U.S. Internal Revenue Service.

5

Optional entry reserved for an account number or other identifying number assigned by the
recipient.

6

Check yes only if this is the last report for the period shown on line 8.

10a

Enter total gross program outlays. Include disbursements of cash realized as program income if
that income will also be shown on line 10g.
Outlays are the sum of actual cash disbursements for direct costs for goods and services, the
amount of indirect expense charged, the value of in-kind contributions applied, and the amount of
cash advances and payments made to subrecipients.

10d

Enter total of line 10i and line 10j. This figure is the same figure as line 10a.

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Item

Entry

10g(1)

Not limited to State funds; can be made up from Donations, Foundations, Local Funds, and/or State
Funds that carry out your Five-Year Plan.

10g(2)

State funds only, as appropriated to and expended by the SLAA, and included in its budget. Must
serve LSTA Purposes, including but not limited to the funds necessary to carry out your Five-Year
Plan. Represents overall State investment in library programs.

10g(3)

State Funds used for both Match and MOE. This amount represents an overlap of expenditures,
and will be subtracted when e, f, g(1), and g(2) are added up.

10h

All other recipient outlays not shown on lines e, f, or g.

10i

Total of lines e, f, g, and h. This represents the TOTAL of the State contribution toward library
development for the period.

10j

This represents the TOTAL of the Federal contribution toward library development for the period.

10k

Enter the total amount of unliquidated obligations, including unliquidated obligations to subgrantees
and contractors.
Unliquidated obligations on a cash basis are obligations incurred, but not yet paid.
Do not include any amounts on line 10k that have been included on lines 10a and 10j.
On the final report, line k must be zero. The only exception would be for a State that had requested
an extension from IMLS and is therefore submitting an Interim Report.

10l

The recipient’s share of unpaid obligations.

10m

On the final report, line 10m must also be zero.

10n

Add lines j and m

10o

This is your allotment for the grant listed in Item 2

10p

Funds that were not obligated prior to Sept. 30 of the grant period. Subtract line n from line o (o-n).
Unless you have requested an extension from IMLS, the figure should be zero.

11a

If applicable, identify the Type of Rate with an “X”.

11b

Enter the indirect cost rate in effect during the reporting period.

11c

Enter the amount of the base against which the rate was applied.

11d

Enter the total amount of indirect costs charged during the report period.

11e

Enter the Federal share of the amount of line 11d. This amount cannot exceed the allowable figure
on line 12.

12

Enter Allotment, 4% Allowable amount, Actual expenses, and Difference (if any).

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Item

Entry

Note:

4% Administration: Administrative Costs are those necessary to carry out the management of the
LSTA Program in an efficient manner to meet the program goals and objectives. It includes the area
of management concerned with interpretation of policy and translation of it into effective executive
action. As distinguished from program activities, it is that phase of overall program management
which plans, organizes, and controls the activities for the accomplishments of the objective in the
long run. IT DOES NOT INCLUDE Statewide programs operated by the State Library Administrative
Agency.
The following are eligible administrative costs:
•
Personnel who make management decisions involved in carrying out the LSTA program.
Staff time is prorated for personnel not devoting full time to LSTA management.
•
Travel expenses to carry out the management activities.
•
Equipment and supplies (necessary for the management of the LSTA program).
•
Financial management costs, including audit costs.
•
Planning and evaluation, including outside consultants obtained for this activity.
•
Rental of space to house administrative activities.
•
Consultants employed for specific management activities, but not including staff or nonstaff program consultants.
•
Contracts with outside companies or organizations for services, surveys, planning, and
evaluation. It does not include program agreements between libraries or subgrants by
State Library Administrative Agencies.
•
State Advisory Council on Libraries, other advisory councils, or committee expenses.
•
Indirect costs.
•
Reporting.
•
Making public all parts of the State Five-Year Plan.
•
Grant selection and award activities.

Note:

Statewide Library Programs: Statewide library programs are those carried out by the State Library
Administrative Agency which serve the entire State in program capacities rather than being carried
out by a group of libraries or an individual library.
The following are typical activities:
•
Statewide Databases.
•
Processing center.
•
Training librarians and other library personnel engaged in activities under LSTA.
•
Central storage of little used material.
•
Contracts with other agencies to provide a service, such as a film service.

12 a-c

If line p was zero then just fill in line 12. If you received an extension from IMLS, then fill in lines
12a, 12b, and 12c. If applicable, enter on line 12a the amount of the Allotment that was not spent;
enter on line 12b the amount that has been legally obligated as well as the date by which the
obligations are expected to clear; and, enter on line 12c any amount of the Allotment that will not be
able to be spent and will have to be deobligated.
Type or Print the Name and Title of the Authorized Official who has been legally established as such
with IMLS. Enter the telephone number of the Authorized Official.
Original Signature of the Authorized Official. Enter the date that the Authorized Official signed this
form.

Submission History
You can view a submission history of your state’s annual reports. First, locate the
Submission History drop down box located above the navigation bar on the State Home
Page. Select a fiscal year in the dropdown list under this label.

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The screen shown in History will display. This screen provides a quick view of the
summaries submitted for that fiscal year.

Figure 30: Submission History

The list of submissions is sorted by the Action Date, with the most recent date and time
of submission at the top. The Action Type shows the current status of the submitted
report summary. The Version number is displayed for items that have not been
approved or returned. The Comment column displays the last comment entered by
IMLS for Returned and Approved reports, and by the submitter for Submitted reports.
Text in the Submission History display area is read-only and cannot be updated. To sort
any column in descending order, simply click on the column name.

Data Upload Utility
States with sub-grantees have several options for entering libraries, project or subproject
data in the online system. First, you may enter it manually yourself. Second, you may

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request IMLS to create user accounts for your sub-grantees, who can then enter this
information themselves. Finally, the online system gives you the capability to import this
data from your sub-grantees’ pre-existing files using the data upload utility. To do this,
first request the sub-grantee to enter the appropriate data into the Import Data Utility.
(Instructions on downloading this utility are seen below) Then have them extract the
data from the utility and send the file to you. Next, save the file on your PC’s hard drive.
The File Up software must first be loaded on the server used by your PC before
uploading the file. This software is available at the Software Artisans website:
http://www.softartisans.com/softartisans/saf.html. To begin this operation, first click the
Upload Data link on the Navigation bar on the state Home Page.

This action will display the screen shown in Figure 31: SPR Import Data. To create data
for import, select Import Data Utility For Download. This feature will download a MS
ACCESS 2000 Database, into a location of your choice onto your PC. To operate the
Import Utility, follow the instructions provided within the database. To import data, first
click the browse button to locate the file you wish to upload and then click the Import
Report/Library link. Clicking either of these links displays a screen where you can select
the file on your machine to upload. Once you select the file, you will be taken to a
screen where the libraries and projects are displayed. Select the ones you want to
import, and then click the Enter button to load the data. The data will be loaded from the
file into the online system. The data will either be inserted if the record didn’t exist or will
update existing records.

Figure 31: SPR Import Data

Online Help File
Online “Help” is available at any time with the click of your mouse. There is an extensive
online help file that explains the purpose, usage, field names, descriptions, and much

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more information on the functionality of the system. To access these files, click on the
Help tab at any time. You will be presented with a list of menu options from which to
choose, on the left hand side of the screen. Choose a topic and view details on the
subject by clicking on it. There is also a glossary available for your use. This is seen in
Figure 32: Online Help Menu Screen.

Figure 32: Online Help Menu Screen

Responsibilities
Clicking on this option reveals the annual report certification responsibilities of the
Authorizing Official. It also contains a Security Notice regarding the system and the

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Privacy Policy for the information contained therein. This is seen below in Figure 33:
Responsibilities.

Figure 33: Responsibilities

Manual
Clicking on the Manual tab will present the State User Manual in .PDF format. You can
page through it online or print it out for future reference or distribution.

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Drop-down Menu Choices
Clicking on the Drop-down Menu Choices tab will list the contents of the various dropdown menus in the State Program Report. Use this list to help you understand what
some of the choices are (as in the Performance Categories), as well as the relationships
between descriptors for both services and users. When you click on this tab, a screen
will display as shown in Figure 34: Drop-Down Menu Choices.

Figure 34: Drop-Down Menu Choices

You may view these pages in several different formats via the buttons in the bottom left
corner of the window: Normal View, Web Layout View, Print Layout View, or Outline
View.

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