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PPICS Information

When is PPICS due?

PPICS is due August 31, 2010 (one month after the due date for the evaluation report). All Florida grantees that operated during the Summer of 2009 and/or the 2009-2010 Academic Year must have data submitted by this date regarding those operations. This gives me plenty of time to check the data to ensure it is accurate before the final due date to the Federal Government (the date by which we must validate all data submitted). Because data is not collected on Summer 2010 until next year, they can spend the entire summer entering data to PPICS - many can be finished by June (except maybe the FCAT scores).

Can I submit PPICS data earlier than this date?

Data can be entered at any time. The earlier the better.

What is my username/password?

Username and password were sent by Learning Point Associates (developers of PPICS) - please make sure they are not on your spam list or in your junk mail. You can contact PPICS (LPA) at (866) 356-2711. Programs can also contact me if they need the username/password reset (I have all passwords, but will only reset passwords, I will not hand out passwords).

Enter data if our program is ending this year?

Yes. According to the program assurances and the grant application, you accepted this funding with the understanding that you would enter data into PPICS by the due date. If your grant is ending, then you should strive to enter all data before the last date of your grant.

Teacher Surveys, who will enter that data?

Teacher Survey data will be entered by UF, grantees may enter this data into PPICS if desired. If they select 'individual student reporting,' then the program must enter the teacher survey data on each individual student. UF cannot assist because we will not know the student ID chosen by the program to enter PPICS data for each student.

What has changed in this year's PPICS?

Three major changes:

  1. GRADATIONS: It was decided that entering data without the gradations would be easier and more appropriate for our programs based on objectives across the state. If your data is already split into the gradations, simply add the three gradations together to come up with the current requirement of reporting on all students (together) with at least 30 days of attendance. There is still some data collected on students with fewer than 30 days of attendance. Note, you are still encouraged to split data into these smaller groups when doing your internal evaluations, as the data can be more powerful to show progress and achievement.
  2. ACTIVITIES: Instead of reporting on each individual activity, PPICS allows for states to choose 'aggregated' activity reporting. We chose this option because most programs did not provide adequate information on individual activities - this made Florida look bad and did not accurately reflect what programs were doing with students. The aggregated activity reporting feature is easier to input, but takes just as much work as the individual activity reporting prior to entering into PPICS. It will be easier with this system to see where programs are underreporting activities. They can still use the data collection worksheets for individual activities - but they will aggregate the information (they can log into PPICS and take a tutorial on that).
  3. INDIVIDUAL STUDENT REPORTING: PPICS now allows for programs to report student data INDIVIDUALLY instead of in aggregate. This will be done for all student-level data (e.g., grade, ethnicity, FCAT, school grades, teacher surveys, etc.). We have not required that programs enter data in this method, though we have allowed programs to individually determine whether this would be a good method for their needs. As such, programs can select to enter individual student data or can enter data aggregated as before. The USED is planning on requiring individual reporting in a future year - so programs are encouraged to do this if they want to provide input into how the process works. This is a wonderful way of entering data and is very important for the future of 21st CCLC programs, so please encourage your programs to pursue this method.

Update my Grantee Profile as well as my APR?

Yes. It is advisable to update the information under the 'Grantee Profile' tab (pink tab) - this includes general information about previous operation, previous funding, website, etc. It is important that this is correct BEFORE completing the APR section of PPICS (yellow tab).

How long will it take to enter data into PPICS?

Dr. Byrd estimates that it will take about 1 hour to enter all data into PPICS for a one-center program, and an additional 30 minutes per center for multi-center programs. This time can be reduced by preparing the aggregated data for entry into PPICS using the worksheets and other forms provided by Dr. Byrd and the UF Leadership Team over the past two years.

What order should I enter data into PPICS?

It is best to enter data into PPICS in the order provided by PPICS:

  1. Grantee Profile Module (this is important, as this is how new partners are added, objectives are modified, and centers are updated) - if you fail to do this first, then you will have to back-track and reenter some data in the APR module due to changes to the Grantee profile module.
  2. APR Module (Objectives): EASY section - just select the correct progress indicator for each objective. Make sure to do the 'Grantee Profile' module first to ensure objectives are correct. This should be completed after the summative evaluation report, as the indicators here should match that report. This will take no more than 5 minutes for a program to complete.
  3. APR Module (Partners): EASY section (if Grantee Profile is correct) - just have to enter some information about any partners/sub-contractors. - they are added through the 'Grantee Profile' module. Very basic information is required and it should take no more than 1 minute per partner.
  4. APR Module (Centers): Once this is clicked on, the list of centers appears with lots of buttons. These should be completed in the order presented (they use validation checks based on previous pages):
    1. Operations
    2. Staffing
    3. Attendance
    4. Feeder Schools
    5. Activities
    6. Grades
    7. State Assessment
    8. Teacher Survey

Help about PPICS and the required data?

There are a tremendous number of help files throughout PPICS, even guided videos. Simply click on any of the blue text on any of the pages for additional information and/or help files. PPICS is also only a phone call away - they should contact PPICS directly for very specific questions if I am not available.

EMAIL RECEIVED BY PROGRAMS:

Dear XXXX:

The purpose of this message is to inform you that the Annual Performance Report (APR) for activities undertaken as part of your state-funded 21st CCLC grant during the 2009-10 school year has been activated in the Profile and Performance Information Collection System (PPICS).

You can access the APR module by logging into PPICS at the following URL using the username and password below.
http://ppics.learningpt.org/ppics

Username: XXXX
Password: XXXX

Instructions on how to complete the Annual Performance Report (APR) can be found once you have logged into the PPICS system. It is highly recommended that you access and review the APR User Guide accessible on the Home/Help page of PPICS prior to completing the APR.

Information regarding when your APR needs to be completed will be provided by your state 21st CCLC liaison.

You will need to complete an APR for the 2009-10 school year and/or summer of 2009 for the 21st CCLC grant you were awarded in the following month and year:

Award Month: XXXX
Award Year: XXXX

Please note that officials in your state have established a deadline of 08/31/2010 for completion of the 2009-10 APR. If you have any questions regarding this deadline, why you have been asked to complete an APR for the 2009-10 school year and/or summer of 2009 or about the Florida 21st CCLC program in general, you should contact your state liaison, Lani Lingo, at lani.lingo@fldoe.org.

If you need any assistance in accessing the PPICS system, please contact the Learning Point Associates Help Desk at 21stcclc@contact.learningpt.org or by calling toll-free at (866) 356-2711. The Help Desk will be staffed Monday through Friday between 8:30 a.m. and 5:00 p.m. Central Standard Time. You can also leave a detailed message at anytime.

Sincerely,
Learning Point Associates