Data submission will be MUCH easier in WebNEERS. You will no longer have to export and import databases from one system to another. In WebNEERS, the Institution Level user can see the Regional Level data at any time. There is no submission step. On the other hand, the Federal Level user (the National Office) cannot view any Institution Level data until it is officially submitted. Official submission will be very easy. The Institution Level user will simply have to click a button to make the data visible to the Federal Level user.
Before data is submitted, Regional Level users should finish entering all of their data and review and fix all Adult Errors, Youth Errors, and Staff Errors. Once this is done, Institution Level users should review the Regional Data to ensure accuracy and completeness. All issues should be addressed prior to submission to the National Office.
If you find that something is marked as an error and it isn’t actually an error, determine if it is a bug with the system (i.e., WebNEERS is marking the data incorrectly). If so, please report it to the help desk – webneers--‐firstname.lastname@example.org. If the data is accurate, but it is being flagged as an error, you can simply skip over it; having errors will not prevent you from submitting your data.
When the Institution Level user clicks the button to submit the data to the National Office, all adults and youth groups that have been entered up to that point will be locked. This means the Regional Level users cannot edit records or enter any exit data for adults or youth groups which were active at the point of submission. After the National Office reviews the data and approves it, the Institution Level user will be able to give his/her Regional Level users permission to Start the New Reporting Period. This process will merge the data being carried forward from the previous year with the new data that has been entered.
All active adults, active youth groups, staff (including volunteers), defaults, filters, subgroups, public assistance programs and additional checklist question sets will carry forward into the new programming year.
All adults (graduated & terminated) and youth groups with exit dates prior to the end of the programming year will be removed along with staff hours. The Delivery Sites and Partnerships Chart will be cleared along with the list of Program Impacts.
Yes, after your data submission is approved by the Federal Office you will be able to view previous year’s data.
The Export Data feature at the Region and Institute Level can be used to export and download raw data from WebNEERS for further analysis depending on the needs of your state.
More information and the Excel version of the codebook can be found on the WebNEERS System Manuals page.