The following details impact what data from PEARS are included in the N-PEARS Export. While this is not an exhaustive data cleaning checklist, the following data are especially helpful to examine to prepare for the annual report.
The project specified in PEARS must exactly match a corresponding project name in N-PEARS, in order to import to that project. If the names do not exactly match, a new project will be created in your N-PEARS annual report.
Double check your project names within PEARS and work with a Data Manager to update project names in bulk, if needed.
If the fiscal year has closed in PEARS and you are unable to add new project names, reach out to PEARS Support for assistance.
This affects Program Activities, PSE Site Activities, Social Marketing Campaigns, Indirect Activities, and Success Stories.
Make sure all records to be included in your annual report are marked “complete” in PEARS. Only completed records will be included in the N-PEARS Export.
Data Managers can mark records as complete in bulk, once all required fields are filled out.
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Only records where at least one session or module is greater than or equal to 20 minutes in length will be included in the N-PEARS Export.
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We recommend cleaning session data to make sure session lengths have been appropriately reported (e.g. a “1 minute” session is likely a typo).
5-17 age subcategories (5-7, 8-10, 11-13, 14-17) are required for direct ed reach in the FY24 annual report.
For any program activities that include a 5-17 age total and are missing 5-17 age subcategory data, the N-PEARS Export will provide an estimate for each category by evenly distributing the 5-17 total across each subcategory.
If you do not want this estimate to be applied, make sure to specify 5-17 age subcategory data in all program activities that include a 5-17 age total.
Only PSE changes that include reach data will be added to the N-PEARS Export.
Make sure that reach > 0 for any PSE records that should be included in the annual report.
Only records with Stages of Implementation in PEARS of “Started implementation of changes” or greater will be included in the N-PEARS Export.
Make sure that the appropriate implementation stage is selected for any PSE records that should be included in the annual report.
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Reporting PSE partners is not required in PEARS. If you have PSE partners to add to the annual report, make sure that the partners have been reported in the corresponding PSE entries.
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Both the PSE entry and the Partnership entry must be marked as complete for the PSE Partner to be included in the N-PEARS Export.
Only coalition records with at least 5 distinct sectors represented will be added to the Coalitions section in the N-PEARS Export.
Make sure at least 5 distinct sectors are reported in PEARS for any coalitions that should be included in the annual report.
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Selecting a project name is optional for Success Stories in PEARS. Make sure a project is selected in PEARS for all Success Stories that should be linked to a project in the annual report.
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If a project is not specified, the Success Story will be excluded from the N-PEARS Export.