SNAP-Ed Transition Checklist

Administrative tasks to complete when transitioning between reporting periods for SNAP-Ed organizations.

Reporting in PEARS is organized around reporting periods. For SNAP-Ed organizations, each reporting period follows the Federal Fiscal Year (October 1 -- September 30). When transitioning from one reporting period to the next, complete the following administrative tasks.

Update Open and Close Dates

Organization Administrators can modify when the current year's reporting closes and the next year's reporting opens. Some organizations allow additional time after October 1 for data entry and cleaning.

For example, you might set the current year's close date to October 14 and the next year's open date to October 15.

See Manage Reporting Periods for instructions on editing open and close dates.

Notify Staff of the Transition

Communicate the reporting period deadline to your staff, especially if the dates in PEARS differ from past practices.

TIP: The PEARS Team recommends notifying staff of the reporting period transition early and often.

Manage Lists

One month before the next reporting period opens, the following lists become available for updating:

• Audiences

• Curricula

• Interventions

• Projects

See Manage Lists for instructions on editing list values.

Update SNAP-Ed Custom Data Templates

One month before the new reporting period opens, SNAP-Ed custom data templates for the upcoming year become available for modification. Updates can be completed before the new year opens for reporting.

See SNAP-Ed Data Templates for instructions.

Update Site Demographics

If your organization tracks demographic data in site entries, demographic percentages reset when the new reporting period begins. After the new period starts, import updated site demographics using the import tool.

See Import Sites for instructions.

Copy Data to the New Reporting Period

Once the new reporting period begins, copy records from the previous year to the current year. The following modules support the copy function:

• Program Activities

• Indirect Activities

• Partnerships

• Coalitions

• PSE Site Activities

• Social Marketing Campaigns

TIP: The PEARS homepage displays a list of incomplete records within each module. This list can be a helpful guide as staff close out reporting for the year and mark records as complete.

Related Documentation

• Manage Reporting Periods — Edit open and close dates

• Reporting Period Transition FAQs — Common questions about reporting period transitions

• Extension Reporting Period Transition Checklist — Checklist for Extension organizations