Auto Calculate Quarterly Effort Contacts

In each Quarterly Effort record, PEARS can automatically calculate your total contacts for the quarter based on data reported in Program Activities and Direct Contacts. For more information on how to auto calculate contacts, see the Instructions section, listed below. For more information on the logic used to auto calculate contacts, see the following five sections. Click on a link to jump to a specific section:

Instructions

  1. From the PEARS homepage, hover the cursor over the Track menu and click on Quarterly Efforts:
    Track, Quarterly Efforts
  2. The Quarterly Efforts list displays. Select a record to edit.
    Select Quarterly Effort
  3. The details of the quarterly effort reported display. Click Effort & Contacts.
    Select Effort and Contacts
    The Effort & Contacts page displays.
    QER Effort & Contacts Page
  4. Scroll down to the Contacts section.
    Click Auto-Calculate Contacts to compute contacts for the quarter.Quarterly Effort Contacts
  5. Click Save and continue to save the page and move to the next section, or click Save to save the current changes and view the record details.
    Save and Continue or Save

Program Activity Criteria

Program Activities that meet the following criteria are included in the calculation:
  • Records that have been marked as complete are included
  • Records that fall within the applicable reporting year are included
  • Records with at least one session that falls within the applicable quarter are included
    (Only sessions within the applicable quarter are included in the calculation.)
  • Records created by the current user are included
    (Records in which the user is listed as a Collaborator are not included.)

Program Activity Logic

For each Program Activity record that meets the criteria specified above, the numbers reported in each field on the Demographics page are multiplied by the number of sessions listed on the General Information page. PEARS performs this calculation for each applicable Program Activity and adds the demographic totals to a running total. The total of the Program Activity calculations and Direct Contact calculations will appear in the Quarterly Effort Contacts fields.
Example: 
  • Program Activity Demographics:
    Ethnicity Example Demographics
  • Program Activity Sessions (4):
    Program Activity Sessions Example
  • Numbers added to Quarterly Effort (Jan-March):
    Hispanic / Latino: 80
    Non-Hispanic / Latino: 40
    Prefer not to respond: 12
    Unknown: 4

Special Calculations for Program Activities

The calculation for Quarterly Effort contacts includes additional logic for Program Activities with unique reporting scenarios.
1. For Program Activities reporting only Extension work, the program activity demographics can optionally be reported as “unknown.” In this scenario, the total number of participants is added to the “unknown” field for each demographics category in the Quarterly Effort record.
  • Program Activity Demographics:
    Program Activity Demographics Unknown Example
  • Numbers added to Quarterly Effort:
    Hispanic / Latino: 0
    Non-Hispanic / Latino: 0
    Prefer not to respond: 0
    Unknown: 34
2. For Program Activities reporting only SNAP-Ed work, the race total may exceed the total number of participants, if participants with multiple races are recorded. In this scenario, the total number of participants is added to the “unknown” race field in the Quarterly Effort record.
  • Program Activity Demographics:
    In this example, 34 total participants were reported. All 34 participants identified as “White.” 5 of the total participants identified as “White” and “Black or African American.” 5 of the total participants identified as “White” and “Asian.”
    Program Activity Total Example
    Program Activity Race Example
  • Numbers added to Quarterly Effort:
    American Indian or Alaska Native: 0
    Asian: 0
    African American: 0
    Native Hawaiian / other Pacific Islander: 0
    White: 0
    Prefer not to respond: 0
    Unknown: 34
    Two or more mixed races: 0

Direct Contacts Criteria

Direct Contact records that meet the following criteria are included in the calculation:
  • Both completed and incomplete records are included
  • Records that fall within the applicable reporting year are included
  • Records with a date range that falls within the applicable quarter are included

Direct Contacts Logic

For each Direct Contacts record that meets the criteria specified above, the numbers reported in each field on the Demographics page are added to a running total. The total of the Program Activity calculations and Direct Contact calculations will appear in the Quarterly Effort Contacts fields.
Example: 
  • Direct Contact Demographics:
    Direct Contact Demographics Example
  • Numbers added to Quarterly Effort (Jan-March):
    Hispanic / Latino: 3
    Non-Hispanic / Latino: 7
    Prefer not to respond: 0
    Unknown: 45