How The Reporting Period Updates Affect the System

The Reporting Period updates affect your PEARS experience by providing organizations more flexibility, providing Organizational Administrators tools to manage the expanded functionality, and providing some automatic Reporting Period management.
 

1. Reporting Period Flexibility

The Reporting Period updates make PEARS more customizable to suit your organization’s needs.
Previously, PEARS automatically set all Reporting Periods to line up with the federal fiscal year (October 1 – September 30). Now, organizations can select Reporting Period dates. Because some customizability differs for SNAP-Ed and Extension programs, the following list of changes is divided by program type:

SNAP-Ed – Reporting Period Customization
  • Start and End Dates: Not Customizable
  • Start and End Dates define the time frame to be reported on in the Reporting Period. This is the time frame in which events occur that produce data (to be entered during the Open and Close Dates).
  • PEARS automatically sets up Start and End Dates to follow the federal fiscal year (October 1 – September 30). These dates cannot be changed.
Extension – Reporting Period Customization
  • Start and End Dates: Customizable by request to PEARS Support Team
  • Start and End Dates define the time frame to be reported on in the Reporting Period. This is the time frame in which events occur that produce data (to be entered during the Open and Close Dates).
  • Organizational Administrators may request to change Start and End Dates based on their needs by contacting PEARS Support (785-789-3199 | support@oeie.org).
    If no request is received, Start and End Dates will continue to follow the federal fiscal year (October 1 – September 30).
  • Requests to change Start and End Dates can be made at any time, however requesting changes in advance allows the Support Team to better meet your needs.
SNAP-Ed and Extension – Reporting Period Customization
  • Open and Close Dates: Customizable by Organizational Administrator
  • Open and Close Dates mark the time frame when the Reporting Period is active and data can be entered.
  • Organizational Administrators can edit the Open and Close Dates, using the steps outlined in [link: “How to Update Reporting Periods”].
Caution: The Pears Support Team recommends that you avoid changing the Open and Close Dates of the currently active Reporting Period. Data that has already been entered for the active Reporting Period is not automatically recoded to represent the new Reporting Period. If previously entered records are not manually updated, changing the Open and Close Dates of an active Reporting Period will cause records to represent different time frames.
 

2. Organizational Administrator Tools


Organizational Administrators now have access to a new management page: Manage Reporting Periods. This management page allows Administrators to view Reporting Periods and edit Open and Close Dates. For more information on how to access and use this page, please see the following document: https://support.pears.oeie.org/customer/portal/articles/2976358-managing-reporting-periods
 
Other Organizational Administrator Responsibilities
  • Remind staff of upcoming deadlines
Currently, Organizational Administers should manually remind staff of upcoming Close Dates to ensure data is entered before Reporting Periods become inactive.
 
Organizational Administrators are not able to:
  • Add records to inactive Reporting Periods
Previous Reporting Periods that are no longer active cannot have new data associated with them. This cutoff is necessary to ensure accurate data analysis and reporting.
Definition: A Reporting Period becomes inactive when the Close Date has passed and data entry is no longer possible.
 

3. PEARS Reporting Period Management
 

The PEARS system automatically completes the following management tasks:
  • Create Reporting Periods
New Reporting Periods are created one year and one day in advance. Once created, new Reporting Periods will appear on the Manage Reporting Periods page.
  • The Reporting Period “Extension 2021” with a Start Date of 10/1/2020 will be created on 9/30/2019.
  • Initialize Reporting Periods
Reporting Periods are initialized one month before the Open Date listed.
  • A Reporting Period becomes initialized when lists from the previous Reporting Period have been copied, and updates can now be made to those lists.
For example, a few lists that are tied to Reporting Periods include: Curricula, Grand Challenges, and Interventions.
 
More Questions? Need Help?
Contact PEARS Support! We are happy to answer your questions and offer assistance during office hours (Monday-Friday, 8am-5pm).
(785) 789-3199 | support@oeie.org

Contact Us

  • Email: support@oeie.org

    Phone: (785) 789-3199

    Hours: Monday - Friday, 8:00 am - 5:00 pm Central Time

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