Transition FAQs

Frequently asked questions about reporting period transitions in PEARS.

Common questions about transitioning between reporting periods in PEARS.

Can multiple reporting periods be open at one time?

No, only one reporting period can be open for data entry at a time. Data Managers retain access to previous reporting period data as needed.

When a new reporting period begins, what happens to data from previous years?

All historical data remains saved and viewable. When the new reporting period begins, default filters adjust to show only records created in the current reporting year. Lists may appear empty initially. To access prior year data, change the Reporting Period Year filter.

How can I edit existing data from previous years?

Only users with the Data Manager role in the PEARS Directory can edit or delete data from previous reporting periods. Organization Administrators can assign the Data Manager role.

See Preserve Data Integrity for important considerations when editing historical data.

How can I add new records to a previous reporting year?

Create the record within the current reporting year, then contact your organization's Data Manager to reassign the reporting period.

How can I update the reporting period for a record?

Contact a Data Manager from your organization with the list of records that need to be moved.

See Moving Data between Reporting Periods for instructions on bulk-moving records.

Can non-Data Managers edit records from a previous fiscal year?

Temporary access can be arranged. Contact PEARS Support with the staff names and the dates you would like access granted. The PEARS Team recommends completing edits before the reporting period transition when possible.

How do I report Program Activities that span multiple reporting periods?

Create a separate record for each reporting period. Mark the first year's record as complete at the end of the year, then copy it to continue in the new period. Survey links and QR codes are distributed from the original record. Contact PEARS Support if survey responses need to be reassigned to a different period.

Can I send notifications through PEARS about data cleaning?

PEARS does not have a built-in notification system for data cleaning reminders. Use email or other communication methods to notify your staff.

Related Documentation

• Manage Reporting Periods — View and edit reporting period dates

• Extension Reporting Period Transition Checklist — Checklist for Extension organizations

• SNAP-Ed Reporting Period Transition Checklist — Checklist for SNAP-Ed organizations

• Preserve Data Integrity — Considerations for editing past data

• Moving Data between Reporting Periods — Move records between periods