The Legal Services Corporation (LSC) Grantee Activity Report (GAR) is the largest and longest-running data collection effort on civil legal aid in the United States. Since 1976, LSC has recorded and reported data from grantees in a variety of ways. Grantees report these data using automated reporting forms in the LSC Grants online reporting platform each calendar year.
Users should refer to the Grantee Activity Reports page on the LSC website for:
- The due date for the Calendar Year’s Grantee Activity Report
- The most updated GAR Guidance Document, which provides substantive information regarding all the GAR data submission requirements.
- Additional resources for the GAR reporting cycle.
Preparing for the Grantee Activity Report
The first step in successfully completing a Grantee Activity Report in GrantEase is to update the Grantee Profile and add more details needed to complete the GAR.
This is a very important first step in completing the GAR. In order for LSC to have the most accurate information possible, users should ensure that all data for the organization is up to date as of December 31 of the GAR year.
For the GAR, users should update, add, and/or edit information in the following sections found under the Overview tab of the Grantee Profile:
- Offices section
- Organization Staff Contacts -All section
- Subgrantee Organizations section
PLEASE NOTE: For instructions on completing the sections needed for the GAR, users should navigate to the Grantee Profile section of the Basic User Interface.
Please refer to the Grantee Activity Reports page on the LSC website for General Reporting Guidance regarding Offices and accompanying definitions.
To provide the most detailed and up-to-date information, begin by making sure that ALL staff contact names are present. The previous year’s information already exists the GrantEase system, but we ask that users verify that all staff rosters are accurate.
PLEASE NOTE: Office Staffing information exists for all grantee offices reported on the prior year’s submitted GAR forms. The section lists up-to-date, comprehensive data about grantees’ workforces. Existing data fields should be updated if they contain information that is no longer relevant or accurate.
- If a grantee received funding for the first time in the current GAR reporting year, the office staffing information would not be in GrantEase. In such cases, the grantee must create and complete a new set of staffing entries.
- If a grantee received funding for an additional service area for the first time during the GAR reporting year, the grantee should add any relevant office staffing information for the acquired service area.
Locating the Grantee Activity Report
There are two ways for users to access the GAR in GrantEase. Users should begin by selecting the HOME button in the 2nd Tier Toolbar. Users will see both Grantee Profile and GAR Report located under the Activities tab in the Side Bar. Users may select either option and follow the steps below to access the GAR.
Figure 74: Image of the Home Screen and the Grantee Profile and GAR Report Tabs
If users select GAR Report, they will be taken directly to the GAR tab. If users select Grantee Profile, they must then select the GAR tab.
Figure 75: Image of the GAR Tab on the Grantee Profile Page
Once on the GAR tab, users will find their respective GAR link(s) organized by the following columns: “Schedule Name,” “Performance Period Start Date,” “Performance Period End Date,” “Status,” “Created Date,” “Due Date,” “Date Submitted,” and “Actions.”
To simply view the GAR reporting forms without editing, users should select the green eyeball icon.
To begin editing the GAR reporting forms, users should select the blue pencil icon next to the appropriate GAR.
Figure 76: Image of the GAR Tab of the Grantee Profile and the View and Edit Icons
Once in the GAR, users will see several tabs: Overview, GAR-Staff Case Services, GAR- PAI Case Services (if applicable), Other GAR Forms, and Collab.
Figure 77: Image of the Grantee Activity Report Tabs
Staff Case Services (and PAI Case Services if applicable)
The Overview Tab
As a reminder, the LSC Grantee Activity Report or GAR in the GrantEase system consists of a series of forms and sections that collect information at two different levels: Grantee and Service area.
Begin the GAR by reviewing the Overview tab. This Overview tab will provide details on the GAR process and components.
Below the information about the GAR, users will find links to GAR resources and contact information. Users can select each link to learn more.
Figure 78: Image of the Introduction Section of the Overview Tab and Additional Resource Links for the GAR Reporting Forms
GAR-Staff Case Services Tab
After reviewing the Overview tab, users should navigate to the GAR-Staff Case Services tab.
The Staff Case Services form allows manual entry of case services data for each service area that grantees receive funding for during the GAR reporting cycle. This tab also allows for an upload of case services data for all the service areas the grantee managed during the GAR reporting cycle for this GAR report.
On the GAR-Staff Case Services tab, users will see information about the Staff Case Services Form and the Staff Cases Services data section.
Figure 79: Image of the Service Areas Listed under the Staff Case Services Tab
In the Staff Case Services section, users will see each service area associated with the grantee. Users should select the plus sign (+) next to each service area to expand each service area.
Figure 80: Image of the Expand Icon for a Service Area Listed under the Staff Case Services Tab
Users will see the first ten entries displayed; however, if users would like to view ALL problem code entries on one screen, they should select the box that says, “Show X number of entries,” and select ALL.
Figure 81: Image of Selecting “Display All Entries” on the Staff Case Services Tab
To begin the data entry process, users must decide if they would like to enter their data for EACH service area manually or if they would like to upload an LSC template to enter the data.
Keep in mind users will still be able to edit any uploaded information manually if choosing the upload option.
The next section will go through each option and detail the benefits of each data entry method.
Manual Case Service Data Entry
If users decide that they would prefer to enter the data manually, they should begin by scrolling through EACH applicable problem code.
The columns are organized by
- Problem Category,
- Problem Codes A, B, F, G, H, Ia, Ib, Ic, K, L,
- Total,
- and Actions.
Figure 82: Image of the Data Entry Columns for the Service Area
Users should select the blue pencil icon next to each problem category to enter data for that category. This will open the data entry fields. Users can then input their data field by field.
Figure 83: Image of the Edit Icon for Manual Data Entry of a Service Area
Users should refer to the Grantee Activity Reports page on the LSC website for the most updated GAR Guidance Document, which provides substantive information regarding all the GAR data submission requirements and additional resources for the GAR reporting cycle.
PLEASE NOTE:
- The system will NOT allow for negative values.
- The system will allow you to enter numbers as large as 99 billion (11 digits), so please be very careful when entering numbers.
Figure 84: Image of Incorrect Data Entered for a Service Area
If users enter a number in error, they should select the UNDO icon to remove the data and start again.
Figure 85: Image of the Undo Icon on a Service Area Data Entry Row
Users do not need to enter data if it is not relevant to their case service data. While users are entering data into the entry fields, they should click the SAVE button consistently to avoid losing data. This will ensure no data is lost and allow a user to leave the computer and return to complete the process at a later time.
Figure 86: Image of Selecting the Save Button after Entering Data Manually
When users have finished ONE service area, they can downsize that section by selecting the minus sign (-), then move onto the next service area by expanding it with the plus sign (+) and repeating the data entry process.
Figure 87: Image of the Collapse Icon to Minimize a Service Area
Uploaded Template for Case Service Data Entry
If users decide that they would like to use a template to pull from their CMS, then they should follow the next few steps.
Keep in mind one very important note: The service areas will ALL appear on one Excel file.
This means users will see many more rows if they have multiple service areas.
The next section will discuss the two different approaches to downloading and then uploading this template, but first, users should go through the process of downloading the template.
Downloading the Template
STEP 1: Click the “Download Template” button on the upper right side of the screen.
STEP 2: Select the downloaded file to open it.
STEP 3: After receiving a warning that the file format and extension do not match, click “Yes” to open the file.
STEP 4: Enable editing (if that message appears) to begin entering data.
Figure 88: Image of the Staff Case Services Download Template Button
Figure 89: Image of the Downloaded Staff Case Services Template
Figure 90: Image of Selecting “Yes” on the File Extension Alert Message
Figure 91: Image of the Opened Staff Case Services Excel Spreadsheet
Completing the Case Services Data Template
Once users have successfully downloaded the template, they should proceed to open it.
The information that users must enter can be pulled directly from their CMS, and the format should be set up in a duplicative format.
The rows mirror the manual entry fields, including the Service Area in question, the Problem Category, followed by the possible Problem Codes. Be sure not to enter any negative values or use characters other than numbers (e.g., letters or punctuation).
Figure 92: Image of the Row/Column Labels on the Staff Case Services Excel Spreadsheet
Figure 93: Image of Multiple Service Areas Listed in the Staff Case Services Excel Spreadsheet
If users do use negative values, GrantEase will not be able to upload the file. Again, if there are no cases closed within a certain category, users may leave it blank or type in “0.” Users should be sure to check all of the fields in each service area.
Figure 94: Image of the Data Entry Options for the Staff Case Services Excel Spreadsheet
At this point, once users have entered in data for the first service area, they can either save the file to their desktop using the “Save As” function and select from the dropdown options the Excel Workbook format (.XLSX or .XLS)
Figure 95: Image of Save Screen for the Staff Case Services Excel Spreadsheet
Figure 96: Image of the Correct File Formats for Saving the Staff Case Services Excel Spreadsheet
OR – Users can continue entering data for EACH service area on the same Excel spreadsheet and follow the same saving steps.
The system will intuitively import the data into the correct service areas in GrantEase.
Once users have either completed one service area or ALL service areas, they should go back to the GrantEase system and select the “Upload Cases” link. This will produce a pop-up screen. Here users will have to browse their folders for the file.
Figure 97: Image of the Upload Service Area Data Button
Figure 98: Image of Browsing for the Staff Case Services Excel File
Once the file is located (the .XLSX or .XLS version of the file), users will see a blue notification that says, “The file has been successfully attached.” Users can then select “Upload File.”
Figure 99: Image of the Attached Staff Case Services Excel File Ready for Upload
If there are errors (meaning the data includes letters or negative values), validation errors will appear. Users can print a list of the validation errors, go back to their Excel spreadsheet, and rectify the errors.
Figure 100: Image of Validation Error Messages for the Excel File and the Print Error Link
Users should then go through the process of uploading the file once they have successfully rectified all errors. When the file has been uploaded successfully, users can select the “X” to return to the main GAR-Staff Case Services screen.
Figure 101: Image of the Successful File Upload Message
It is imperative that users know that this file IS NOT LOCKED. This means that whatever users enter is what will appear upon uploading the document into GrantEase.
BE SURE TO DOUBLE-CHECK EACH DATA ENTRY!
If users have decided to enter data for each service area one by one, they will need to upload the spreadsheet as many times as they have service areas and ONLY fill out the respective service area (although all service areas will be listed).
* We recommend that users work with one single document, input data, and return to the same document to input the next service area’s data. This should eliminate any confusion. *
Once users have finished with their uploads, they should select the SAVE button.
Figure 102: Image of Saved Data from the Uploaded Staff Case Services Excel File
Alternatively, users can export data from their case management system as an Excel file, reformat it to match the LSC GAR template, and then upload the data all at once following the same instructions as above.
GAR-PAI Case Services
If users have a tab entitled GAR-PAI Case Services, they will be required to upload the same data as above but for GAR-PAI Case Services.
Figure 103: Image of the PAI Case Services Tab and Expand Icon
Figure 104: Image of the Edit Icon for Manual Data Entry in this Service Area
If users do not see this tab, this is not applicable to their organization. Grantees should repeat the exact same data entry steps for GAR-PAI Case Services as they did for the GAR-Staff Case Services data entry.
When complete, they should select the SAVE button.
Figure 105: Image of Selecting the Save Button for Data Manually Entered into the Service Area
Grantee Level Forms
Navigating to the Grantee Level Forms
To begin the Grantee Level Forms, users should select the Other GAR Forms tab. On the Other GAR Forms tab, users will see two sections labeled, Grantee Level Forms and Service Area Forms. Under the Grantee Level Forms section, users will see a list of forms.
This section of the manual outlines the completion of the form titled, Grantee Level Forms.
Figure 106: Image of Navigating to the GAR Forms Tab
To begin the Grantee Level Forms, users should select the blue pencil icon to enter the appropriate GAR Report.
Figure 107: Image of the View Icon for the Grantee Level Form
Once in the correct GAR Report, users should select the Other GAR Forms Tab.
Figure 108: Image of Navigating to the Other GAR Forms Tab
Once on the Other GAR Forms tab, users should scroll down to the Grantee Level Forms section, where they will see the Grantee Level Forms.
Figure 109: Image of Locating the Grantee Level Forms in the Other GAR Forms Tab
Figure 110: Image of Selecting the View Icon for Grantee Level Forms in the Other GAR Forms Tab
Certifying Office and Staff
Before users begin filling out any GAR forms, they should ensure that the offices and staffing section of the Grantee Profile are updated and corrected as necessary.
If users have not updated this information, they should go back and update ALL staff contacts and ALL office locations, including subgrantee office locations. If guidance is needed to update this information, please refer to the Updating the Grantee Profile Micro-Module or Manual Section.
To begin filling out the Grantee Level Forms, users should select the Edit Mode button.
Figure 111: Image of Selecting the Edit Mode Button on the Grantee Level Form
Once users have verified that all office and staffing information is updated, they should return to the Grantee Level Form and select the Certification Checkbox, acknowledging that all staff contacts and office location information are updated.
Figure 112: Image of the Staffing and Office Review Certification Checkbox
Next, users should click the SAVE button.
Figure 113: Image of Selecting the Save Button on the Certified Offices & Staffing Tab of the Grantee Level Form
Other Services Tab
Users can begin the Other Services section of the Grantee Level Form by navigating to the Other Services tab.
Figure 114: Image of Other Services Tab
The Other Services tab has several sections, including an “Introduction,” “Website Analytics for Program Website,” “Legal Education or Legal Information Provided to Clients - Group Events,” “Legal Education or Legal Information Provided to Clients- One-on-One Services/Assistance,” “Outreach Events for Professional and Partner Organizations,” “Referrals,” “Other Services Narrative and Summary Report,” “Overview of Other Services Provided,” “Vignettes,” and “Additional Comments.”
Figure 115: Image of the Other Services Tab Sections
A few quick tips for the GrantEase system:
- If users see an orange dot, a form is missing information.
- If users cannot enter information, they should select the Edit button to go into EDIT mode.
Figure 116: Image of the Missing Information Dot and the Edit Mode Button
Users should begin by reading the Introduction section. Here, users will find a summary of the Other Services Form.
Figure 117: Image of the Introduction Section of the Other Services Tab
After reading this section, users should move to the Website Analytics section to input their Program Website information.
Users must save every section as they move through it, and if unable to enter data, make sure to put the screen in EDIT mode.
In the first section, users must enter in numbers for each field:
- Number of users,
- Number of sessions,
- Average length of sessions (in seconds),
- Number of page views,
- Number of page views per session, and
- Bounce rate
When complete, users should select the SAVE button.
Figure 118: Image of the Completed Website Analytics Section in Edit Mode and Selecting the Save Button
When this section is complete, users should complete the information needed in the “Legal Education or Legal Information Provided to Clients - Group Events,” “Legal Education or Legal Information Provided to Clients- One-on-One Services/Assistance,” “Outreach Events for Professional and Partner Organizations,” and “Referrals” sections.
Remember to select the SAVE button after completing each section.
Detailed information regarding each of these sections, revised definitions, and instructions on how to retrieve data like analytics from grantee websites, etc., can be found in the 2021 GAR Guidance document.
Overview of Other Services and Vignettes
The Other Services Narrative and Summary Report section displays an overview for the remaining sections in the Other Services tab. The Other Services Narrative and Summary Report provides grantees an opportunity to profile activities other than case services they consider noteworthy. This information is critically important because many do not understand the need, value, and significance of these activities.
Figure 119: Image of the Other Services Narrative and Summary Report Explanation
Users should select the Edit Mode Button to begin entering the narrative portion of the next section.
Figure 120: Image of the Other Services Narrative and Summary Report Explanation
Users should start in the Overview of Other Services Provided section by providing a narrative overview (300-1000 words) of the other services provided by their program during this year, briefly addressing each of the types of other services listed in the box.
Some examples of topics include service delivery strategies, special populations affected, and any notable results.
Users should complete each of the four fields in this section. Once finished with this section, be sure to click the SAVE button.
Figure 121: Image of the Four Narrative Boxes of the Other Services Narrative Summary and Report
Users should then move on to the Vignettes section. Here, users will provide 2-5 vignettes, which are brief narratives illustrating the results and benefits achieved for the low-income population(s) in your service area(s) as a result of the other services discussed above.
Remember that this should be written for a lay audience, and the examples should best illustrate scope, value, and human impact. Each vignette should be brief and no more than 250 words.
To add a vignette, select the NEW button, which will produce a pop-up box, enter a title and a description, then select SAVE.
Figure 122: Image of the Vignettes Section of the Other Services Tab and the New Vignette Button
Figure 123: Image of the Add Vignette Pop-up Screen and Selecting the Save Button
If at any time a user would like to view their vignette, they should select the green eyeball icon. To edit a vignette, users should select the blue pencil icon. Finally, if a user is not satisfied, they should select the red garbage can icon to delete the entry. Once users have added all of their Vignettes, they should select the SAVE button.
Figure 124: Image of the View, Edit, and Delete Icons in the Vignettes Section and the Additional Comments Section
The Additional Comments section at the bottom is for any additional information needed. The purpose of the narrative, vignettes, and additional comments is to demonstrate the value and impact of this work.
Once users finish entering information for all sections in the Other Services tab, they should select Validate Form button. If any information is missing from the forms, users will see a validation error message. This error will need to be corrected before the form can be verified in the GrantEase system.
Figure 125: Image of the Validate Form Button for the Other Services Section
Additional Case Information
Users should then select the Additional Case Information tab. Users must select the Edit Button to complete the form.
Figure 126: Image of Navigating to the Additional Case Information Tab
In this section, users will enter in the Total Number of Persons in all households served, the LSC-reportable Cases Involving Domestic Violence, followed by the Cases Closed Not Reported to LSC. Once finished, users should select the Save button.
Figure 127: Image of the Table on the Additional Case Information Tab in Edit Mode
General Reporting Guidance regarding definitions and additional field details can be found in the 2021 GAR Guidance Document.
Users will then see a field that says the form has been saved successfully.
Figure 128: Image of the Successfully Saved Form Message
Next, users should validate the form to find any errors, discrepancies, or missing fields.
Figure 129: Image of the Validate Form Button for Additional Case Information
Note that although validation errors may not appear during the initial validation, upon submission of the completed GAR, users may see validation errors that refer back to the specific section completed or omitted in error.
Upon successful validation, a “Successfully Validated Form” message will appear.
Figure 130: Image of the Successfully Validated Form Message for the Additional Case Information Form
Service Area Forms
Navigating to the Service Area Form(s)
To begin the Service Area Forms, users can either use the navigation dropdown and select Service Area Forms or select the Other GAR Forms tab. On the Other GAR Forms tab, users will see two sections labeled, Grantee Level Forms and Service Area Forms. Users should navigate to Service Area Forms section.
Figure 131: Image of the GAR Forms Tab and the Associated Service Areas
Here, users will see all corresponding service areas denoted.
If there are many service areas, and users would simply like to view one, they should search for the service area name in the Search Box by selecting the magnifying glass and selecting the corresponding service area.
Figure 132: Image of Search Box for Service Areas
Start by selecting the green eyeball icon next to each respective service area. This will open the Service Area Form.
Figure 133: Image of the View Icon for a Service Area
Figure 134: Image of the Navigation Dropdown box and Each Service Area Level Form
It is important to note that the tabs present on the Service Area Level Forms are dependent on the type of service area.
In this Service Area Form example, we see “Expenses,” “Revenue,” “Staff Open Cases,” “PAI Open Cases,” “Demographics,” and “PAI Categories.” Users should complete ALL tabs that appear for their respective Service Area Form(s)
Service Area Form(s) – Expenses
On the first tab, Expenses, users will see a table categorized into two sections of Expense Groups: Personnel Expenses and Non-Personnel Expenses.
Figure 135: Image of the Personnel Expenses, Non-Personnel Expenses Table of the Service Area Level - Expenses Form
For more details on each of these sections, please visit the GAR Reporting Guidance document.
To understand editing a data field, let’s examine Expense Group: Personnel Expenses: Lawyers Wages and Paralegal Wages.
Be aware that users should only enter data as necessary. Fields are pre-set to zero; thus, users should not edit that field if they have no data to enter.
Figure 136: Image of the Pre-populated Zeros on the Expenses Form
Select the blue pencil icon next to the field. This will open LSC Expenditures and Non-LSC Expenditures.
Figure 137: Image of Using the Edit Icon to Enter Data for an Expenditure
Figure 138: Image of Successfully Saved Data and Negative Values Displaying in Parentheses
Here, unlike other fields, negative values are acceptable.
If a user needs to remove data, they should select the Undo icon.
Figure 139: Image of Removing Data from a Field
Users will also see a Subtotal for each Expense Group on the form. At the bottom of the table, users will see totals for each column and a final Total for the entire form.
Figure 140: Image of the Subtotals & Totals for the Expenses Form of the Service Area Level Forms
Service Area Form(s) Revenue
Once users have completed the Expenses tab, they should move to the Revenue tab.
Figure 141: Image of the Service Area Level - Revenue Form
Here, users will see a table categorized into three sections of Revenue Types: LSC Revenue, Non-LSC Revenue, and Client Service Income.
Figure 142: Image of the Sections of the Service Area Level – Revenue Form
Users should start with the Revenue Types: LSC Revenue section. Here, users will see information on all support and revenue from all sources during the year, their corresponding fund codes, and the amount associated.
Figure 143: Image of the Data Entry Columns for LSC Revenue
To enter data into the fields, users should select the blue pencil icon.
Figure 144: Image of Selecting the Edit Icon on a Revenue Type on the Service Area Level Form
Remember, users should only report funds received for provision of civil legal services (e.g., do not report funds used for criminal defense – except as permitted in Native American Tribal courts – or funds used for social service programs.)
Users should select SAVE before moving on to a new section.
Figure 145: Image of Saving a Section of the Revenue Form and a Highlighted Next Section
After users have completed the Revenue Type: LSC Revenue section, they should proceed to the Revenue Type: Non-LSC Revenue and Revenue Type: Client Services Income sections. Users should remember to select the Save button after completing the form. Users will see a Subtotal for each Revenue Type and a final Total for all sections.
Figure 146: Image of Selecting the Save Button on the Revenue Form in Service Area Forms
For more details on each of these sections, please visit the GAR Reporting Guidance document.
Service Area Form(s) Staff Open Cases
Users will then select the Staff Open Cases tab (and PAI Open Cases tab, if relevant). The Open Cases tabs capture information on Staff and PAI Cases closed during the calendar year in question.
Figure 147: Image of the Navigating to the Service Area Level - Staff Open Cases Form
Closed cases data are the primary measure of the amount and levels of legal assistance grantees provide LSC-eligible people to address the range of civil legal problems they confront.
To enter data, users should select the blue pencil icon and enter data into each field.
Figure 148: Image of the Edit Icon for the Staff Open Cases Form
If users mistakenly click the blue pencil icon but do not wish to enter data, they should click the Undo icon to remove all data from that row.
Figure 149: Image of Removing Data Entries from the Form Using the Undo Icon
If a table is open for editing, users should select the Save button for the table before moving on to the next tab.
Figure 150: Image of Selecting the Save Button on the Staff Open Cases Form
NOTE:
- If the Service Area is a General Service Area, then users will see the PAI Open Cases tab.
- Users should complete the PAI Open Cases tab the same way they completed the Staff Open Cases tab and save the information before moving to the Demographics tab.
- If the Service Area is a Native or Migrant Service Area, users will not see this tab and can move on to the Demographics tab.
Service Area Form(s) Demographics
The Demographics tab collects data about the age, race/ethnicity, gender, and veteran status of LSC-eligible clients in LSC-eligible cases in the reporting year, regardless of whether LSC funds were used to deliver these services.
Figure 151: Image of Navigating to the Demographics Tab
It is important that users understand some key characteristics of the Demographics tab.
- Users should report information from all reporting year closed cases, as reported on the GAR Case Services form for the Service Area.
- Users should also report data for all clients, whether served by staff or by PAI and enter data for each demographic sub-category like female, male, other, unknown; this total will be calculated automatically.
Users can start this data entry by selecting the blue pencil icon next to Group, entering the total number of clients, and selecting the Save button.
Users should repeat this process for relevant Gender and Veteran Status sections.
Figure 152: Image of Selecting the Edit Icon for the “Number of Group Clients” Section
Figure 153: Image of Entering Data in Edit Mode and Selecting the Save Button
Figure 154: Image of the Successfully Saved Message
Figure 155: Image of Selecting the Gender Section of the Demographics Tab
Figure 156: Image of Selecting the Veterans Status Section of the Demographics Tab
Users should then move on to the Age & Race/Ethnicity section, where they will enter the ethnicity/race and corresponding ages in each group by selecting the blue pencil icon for each row.
Figure 157: Image of Edit Mode for the Age & Race/Ethnicity Section of the Demographics Tab
Users should only enter data relevant to their reporting and select Save after each section to avoid losing important data.
Figure 158: Image of Entering Data into the Race/Ethnicity Table
Figure 159: Image of Successfully Saved Message in the Demographics Tab
In the Language section, users will see many options. Users can type into the search box and locate the language needed to filter through languages quickly.
Figure 160: Image of Language Section of the Demographics Tab
Figure 161: Image of the Search box for the Language Section of the Demographics Tab
Figure 162: Image of Searching for and Finding “Arabic” in the Language Section
If users want to display ALL languages at once, they should select “Show ALL entries” from the dropdown menu at the bottom of the page.
Figure 163: Image of Selecting “Display All Entries” in the Language Section
NOTE: The following are some important validation reminders:
Service Area Form(s) Validations for Demographics
- The sum of Gender and Groups = Total Staff and PAI case closures
- The sum of Veteran and Groups = Total Staff and PAI case closures
- The sum of Age/Ethnicity and Groups = Total Staff and PAI case closures
- The sum of Language and Groups = Total Staff and PAI case closure
Service Area Form(s) PAI Categories
The final tab covered in this training, the PAI Categories tab, will only appear if the Service Area is a General Service Area. If this is not the case, users can move to the submission section.
Figure 164: Image of Navigating to the PAI Categories Tab
The Private Attorney Involvement (PAI) Categories tab captures information about the different categories of practitioners that provide legal assistance to clients or accept cases through grantees’ PAI programs.
Upon GAR submission, data entered on this tab is validated against the PAI Case Services tabs.
Thus, users should be aware that the total number of PAI Cases Closed in the categories of the PAI section should be equal to the total number of PAI Cases Closed reported on the Case Services tab.
If there is a discrepancy, it will appear prior to the final submission as a validation error.
To start, users with the Pro Bono section should start by selecting the blue pencil icon.
Figure 165: Image of Selecting Edit Mode for the Pro Bono Section of the PAI Categories Tab
This will open up all of the fields in a row. Here, users should fill out the appropriate information and click Save when complete. If it is necessary to remove information and start again, users should select the Undo icon.
Figure 166: Image of the Undo Icon & Save Button on the Pro Bono Section of the Form
Figure 167: Image of Successfully Saved Message and the Totals Row for the PAI Categories Tab
Once finished with the Pro Bono Section, users should move onto the Compensated Section and repeat this process.
Figure 168: Image of Compensated Section of the PAI Categories Tab
For more details on each of these sections, please visit the General Reporting Guidance document.
After users complete all tabs in the Service Area Forms, they should save and validate the form.
Figure 169: Image of the Validate Form Button for the Service Area Level Forms
Users will note that validation errors will appear at the top of the screen.
Figure 170: Image of the Validation Error Messages for the Service Area Level Forms
Users should copy and paste all validation errors into an Excel spreadsheet and rectify each error.
NOTE: There may be more validation errors than can appear on the screen. We recommend cutting and pasting the errors into a spreadsheet, and as they are rectified, they can be crossed off. If after validating again, more errors appear, repeat this process.
Submitting the GAR
Once users complete all tabs of the GAR, along with the Self-Inspection and OCE Ongoing Compliance (detailed in the next section of the manual), they should submit their GAR. To do so, users should select the Back button to go back to the main screen.
Figure 171: Image of Selecting the Back Button for the GAR Form(s)
This will take users to the initial screen for the Grantee Activity Report. Users will want to ensure that ALL forms have been validated prior to this step (see checks next to each form to check validation status).
To ensure all of the other forms have been completed in full, users should select the Validate GAR button.
Figure 172: Image of Selecting the Validate GAR Button for the GAR Report
Users can then select the Submit button.
Figure 173: Image of Selecting the Submit Button on the Main Grantee Activity Reports Screen
Users may see a list of validation errors appear. As mentioned previously, this may not be a comprehensive list; thus, users are encouraged to keep track of all validation errors by cutting and pasting them into a spreadsheet, rectifying each error one-by-one, and crossing them off of the list.
Figure 174: Image of GAR Validation Error Messages after Selecting the Submit Button
Once the validation correction process is complete, users can resubmit their GAR.
Figure 175: Image of Re-selecting the Submit Button after Rectifying All Validation Errors
If more errors appear, users should continue the rectification and corrective process.
When users rectify all errors, they should select the Submit button and see that the report status for the GAR has moved from “Created” to “Submitted for Approval.”
Figure 176: Image of the Status Bar Change that Should Appear after Submission of the GAR Reports