PEARS Layout Updates – September 2020

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Summary

The PEARS Team values your feedback and works to continually improve your PEARS experience. One avenue we use to solicit feedback is our Client Satisfaction Survey, administered every summer since 2018. The results of the 2019 PEARS Client Satisfaction Survey highlighted usability as an important factor for improving PEARS. In an effort to make PEARS more user friendly, the PEARS Team recently completed a range of updates to layouts across many PEARS modules to bring more consistency to the site.
These updates include:
  • Formatting modules in a similar manner to follow existing PEARS patterns
  • Splitting data entry into multiple sections
  • Including a “Mark as Complete” section
  • Including fields for comments and file attachments
  • Using uniform save buttons at the bottom of each section
These updates affect the following modules: Action Plans, Action Plan Outcomes, Quarterly Efforts, Direct Contacts, and Program Activities. The specific changes to each module are listed below.
 We hope these efforts to make PEARS more uniform will positively impact your experience.

Action Plans Updates

Previously, Action Plans were divided into sections by 4 tabs, labeled as Step 1 – Step 4. 
Action Plan Steps
Now, Action Plans are divided into named sections listed below a progress bar, to match the layout used in other modules. After an Action Plan is created, click the link for any section to begin recording data in that section.
Action Plan Sections
Previously, Action Plans were divided into sections with generic titles:
  • Step 1
  • Step 2
  • Step 3
  • Step 4
To help you navigate PEARS more easily, Action Plans are now divided into sections with descriptive titles:
  • General Information
  • Situation Assessment
  • Outcomes & Indicators
  • Deliverables
  • Mark as Complete
Previously, Action Plans displayed different buttons when a record was first created and when a record was edited.
Create Action Plan ButtonUpdate Action Plan Buttons

Now, Action Plans include a uniform set of buttons at the end of each section. These buttons match the save buttons used in other modules.
Action Plan Save Buttons
Previously, Action Plans did not include a “Mark as Complete” section. Plan progress was tracked by indicating the plan’s status in Step 4. Individual and Unit level plans could be given the status Draft or Finished. State level plans could be given the status: Draft or Submitted. Once reviewed, the state plan’s status would change to Accepted or Rejected.
Individual Plan Status Ready to Submit
Now, the “Mark as Complete” section is included in Action Plans, allowing users to click the “Mark as Complete” button after all data has been entered. The plan status, state plan submission, and plan completion are all determined by marking the plan as “complete” or “incomplete.” Incomplete plans remain as drafts, and completed plans are given the “Finished” status. Marking a state level plan as complete also submits the plan for review.
Individual Action Plan Mark as Complete   State Action Plan Mark as Complete
Previously, the “Public value” field was located in Step 3. Since the public value reported is connected with the needs assessment and situation statement, this field is now located in the second section: Situation Assessment.

Public Value Field
Previously, the “Uploads” field was located in Step 4. To be consistent with the layout of other modules, this field is now located in the first section: General Information.

Action Plan File Attachments Field Order
Previously, Action Plans did not include a place to record comments.

Action Plan No Comments
Now, a field for comments appears right before the File Attachments field. The formatting of the Comments field is the same as the Comments field in other modules. Note that the Comments field should only be used to record general information about the action plan. This field should not be used to record outcomes, indicators, or other elements of the plan itself. Comments recorded also appear in the Action Plans export.

Action Plan with Comments
Previously, files could be uploaded to Action Plans using the “Uploads” field.

Action Plan Uploads Field

This field has now been renamed to “File Attachments,” for consistency with other modules. Additionally, descriptive text is now listed for the File Attachments field: “Optional. Upload files related to this Action Plan.”

Action Plan File Attachments Field

Action Plan Outcomes Updates

Previously, Action Plan Outcome data was recorded on one page.
Old Action Plan Outcome Format
To follow the layout of other PEARS modules, the Action Plan Outcome data entry is now split into multiple sections: General Information and Outcome Evidence. A progress bar and links to each section are listed on the right of each page. The same data is still collected. Only the layout of this module has changed.
Action Plan Outcome General Information Section
Action Plan Outcome Evidence Section
Previously, Action Plan Outcomes displayed different buttons when a record was first created and when a record was edited.
Action Plan Outcome SaveAction Plan Outcome Save Delete
Now, Action Plan Outcomes include a uniform set of buttons at the end of each section. These buttons match the save buttons used in other modules.
Action Plan Outcome Save Buttons
Previously, Action Plan Outcomes were not designated as “complete” or “incomplete.” Now, the “Mark as Complete” section is included in Action Plan Outcomes, allowing users to click the “Mark as Complete” button after all data has been entered.
Action Plan Outcome Mark as Complete Section
Previously, Action Plans Outcomes did not include a place to record comments.
Action Plan Outcome No Comments
Now, a field for comments appears right before the File Attachments field. The formatting of the Comments field is the same as the Comments field in other modules. Note that the Comments field should only be used to record general information about the action plan outcome. This field should not be used to record outcome evidence. Comments recorded also appear in the Action Plan Ouctomes export.
Action Plan Outcome Comments
Descriptive text is now listed for the File Attachments field:
“Optional. Upload files related to this Action Plan Outcome.”

Quarterly Efforts Updates

Previously, Quarterly Effort records were not divided into labeled sections.
QER No Sections
Now, Quarterly Effort records are divided into named sections listed below a progress bar, to match the layout used in other modules. After a Quarterly Effort record is created, click the link for any section to begin recording data in that section.
Quarterly Effort Sections
Previously, Quarterly Efforts displayed different buttons when a record was first created and when a record was edited.

QER Button AddQER Button Edit
Now, Quarterly Efforts include a uniform set of buttons at the end of each section. These buttons match the save buttons used in other modules.

QER Buttons New
Previously, Quarterly Efforts were not designated as “complete” or “incomplete.” Now, the “Mark as Complete” section is included in Quarterly Efforts, allowing users to click the “Mark as Complete” button after all data has been entered.
QER Mark as Complete
Previously, formatting text was not possible in the comments field. Also, the layout did not match the comments fields in other modules.
QER Comments Old
Now, the comments field allows text formatting (bold, underlining, numbered list, etc.) Also, the layout matches the comments fields in other modules.
QER Comments New
Descriptive text is now listed for the File Attachments field:
“Optional. Upload files related to this Quarterly Effort Report.”
Previously, the order of demographics recorded in Quarterly Efforts was: Sex, Race, Ethnicity, and Contacts Made by Volunteers. This has been changed to match the order found in Program Activities: Sex, Ethnicity, Race, and Contacts Made by Volunteers.

QER Demographics Old                        QER Demographics New

Direct Contacts Updates

Previously, Direct Contacts did not include a place to record comments or upload files. 
Direct Contacts No Comments
Now, fields for comments and file attachments appear right after the “Date range” field.
The formatting of the Comments field is the same as the Comments field in other modules. The Comments field can be used to record general information about the record that is not captured in other fields. Comments recorded also appear in the Direct Contacts export. 
Files can be uploaded in the File Attachments field. The number of files attached to each record is listed in the Direct Contacts export.
Direct Contacts with Comments

Program Activities Updates

Previously, the custom data page in Program Activities used to collect youth data for the ES-237 form was titled “4-H Custom Data.” Now, this custom data page is titled “ES-237 custom data.” The fields listed on the form are identical. Only the page title has changed.
4-H Custom Data PageES-237 Custom Data Page