Brief Summary of Minutes of Annual Meeting

The CRIS software system was utilized to maintain data in an on-line environment, accessible in a user friendly mode via the World Wide Web. The CRIS staff generated reports with technical information, financial information, or both, drawing on a variety of techniques to satisfy various requirements. Improved procedures were implemented for the data flow into the Cuadra/STAR data files and for increasing availability of CRIS data for searching and retrieving project information.

CRIS websites were supported on the CRIS in-house CRISTEL server http://cris.csrees.usda.gov and the CRISFRMS web site at the University of Vermont http://cwf.uvm.edu/cris. Enhancements were designed and implemented on both sites to facilitate the usefulness of the sites, to increase processing efficiency, to improve the availability of information, and to address specific concerns of users. CRISTEL was modified in several areas enhancing the utility of the search support facilities and making additional fiscal years of financial summary reports available through the web site.

CRISOPS continued as the dynamic database (transaction database) where CRIS staff processed transactions for new project input, revisions, changes, etc. as a continuous activity. The CRISTEL file was maintained on a separate server and provided public access to current data. The CRISTEL server file was updated regularly so that all information and data reflected was consistent with input submitted by contributors. The CRISTEL server was continuously available for more than 98% during the period.

The CRISFRMS data entry web site was supported through a collaborative effort between the CRIS staff and University of Vermont staff. The Vermont staff provided hardware and software facilities, and programming support for modifications as well as continued development of enhancements to the web site. Maintenance processes were performed continuously throughout the period and included data collection for project descriptions (AD-416/AD-417), collection of annual progress or termination reports (AD-421), submission of annual fiscal year reports (AD-418/AD-419), submission of the Program of Research, annual reporting checklists, weekly CRIS updates, correcting detected bugs, security enhancements, security updates, backups, and direct support to users.

Additional activities conducted by the Vermont staff included completing work on the CRISFRMS web site implementing the USDA template for "Look and Feel" consistent with the USDA required style. At the request of the Forest Service, the AD-418 was added to the CRISFRMS system and implemented for availability to USDA agencies. Since XML is becoming an industry standard for data exchange a task was implemented to explore ways XML can be used to standardize and simplify data exchange between CRIS and other databases. A web service was added for test stations to provide a data refresh from their in-house system as an XML data stream. Additionally, a capability was provided allowing an in-house application to post data directly to the CRIS AD-421 web form, then complete that form before returning to the in-house system. The updated on-line CRIS Manuals for preparing the AD-421 and AD-419 were added to the previously updated AD-416/417 manual completed previously. The manuals are available to users on the home page link "CRIS Manuals" and links provided on the various forms as well.

Management functions for SERD projects were extensively modified in the web forms system. SERD AD-416/417s and AD-421s are submitted directly by the grantees. When the requirement for state partner institutions to manage SERD grants at their institutions was identified, modifications were planned and implemented allowing state partner administrative users to transparently access the SERD database for their grantees. An improved solution was completed later that was based on a new process to efficiently add new database fields as needed, and to make the allowed project types easily modifiable for any site. SERD projects now have the same management features as all other grants. The Administrative users at state partner sites who select the option to manage SERD grants may submit SERD AD-421 reports as well as AD-416/417s. A function was added to display which sites have selected the SERD project management option. This is available from the help link on the site selection page called "SERD -- more about who should use this".

Changes were implemented so that Multistate projects are now referred to as 'Hatch/Multistate' and are identified separately from regular Hatch within the AD-416 web forms. Multistate project number is now 'restricted use' field and can only be filled in for Hatch projects. Options have been made available to users so they may choose to enter appropriate information for the Multistate projects, or use the link provided to NIMSS to find the required information.

Additional functions for CRIS administrative users were added to the CRISFRMS web site: 1) the ability to delete a project from the VT-hosted CRIS web forms database from a lookup based on accession number; 2) a search function to see if any proposal number has been submitted to CRIS with ID details and ability to delete it from the list of submitted numbers if submitted in error; 3) the ability to "open or close" a FY for NSCG AD-419 reporting, and allow 2 FY's to be open at the same time.

Other modifications completed included changing the non-tech summary and documentation to be a max of 1600 characters for all project types, additional sort/select options for web forms admin users, a more intuitive user interface for selecting projects for AD-421 reports, a "last edited" note for AD-416s, and improving on-line end-user documentation.

Restructuring of the CRIS fiscal data was completed to maintain the data in separate files not accessible from the CRIS website. Requests for retrieval of information or report generation was performed by CRIS staff insuring appropriate information was retrieved, and that the report generated provided information with integrity, consistent with agency baselines, and conforming to guidelines for fiscal reporting.

CRIS staff collaborated with members of the REEIS team to improve the data transfer of CRIS records into the REEIS production environment. The integrity of the data transfer was improved and new procedures were developed supporting increased frequency requiring less staff time and effort. CRIS data is available through the REEIS platform increasing visibility and potential usefulness of the information collected through CRIS.

Members of the CRIS staff conducted individual sessions and demonstrations for individuals and groups to assist with familiarizing them with data entry facilities of CRIS or search and retrieval capabilities. Additionally, CRIS staff provided assistance to many users through responses to emails or telephone calls providing technical assistance and data interpretation.

A previous study determined a migration of the CRIS database into a relational environment was technically feasible and should provide significant technical benefits to CRIS. The study documented Use Case Scenarios for CRIS processing and operations, provided a data flow analysis with mapping to the Use Case Scenarios, furnished both logical and physical data models, and established a stepwise (modular) migration plan. The study results served as the foundation for planning and implementing a project to accomplish the migration during the next 36 months. A contract was awarded to perform a three phase effort accomplishing conversion of the underlying STAR database to a relational database environment.