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Frequently Asked Questions - State Reporting System Version 5 (SRS5)

NEERS5 | CRS5 | SRS5

About SRS5

Getting Started

 

Using the Software

 

Troubleshooting

 

Data Submission

 

Should a problem or question arise that you are unable to find the solution to on our Web site, please contact the NEERS5 Help Desk.


Getting Started

Is there an update on the status of SRS5?

SRS5 was put in the mail on May 20, 2008. One CD was sent to each EFNEP Coordinator at his/her state office. If your copy of SRS5 does not arrive in a reasonable amount of time please contact the NEERS5 Help Desk.


What are the new features of SRS5?

The new SRS5 software system:

  • Verifies system configuration information prior to importing unit data. SRS5 will not import CRS5 data unless it has the same state, institution (for EFNEP only), system use and reporting period as SRS5;
  • Includes updated RDA and Poverty Guideline Tables for more accurate reporting;
  • Allows reports to be viewed for one or more units – users are no longer restricted to viewing one or all;
  • Creates reports filtered by Metropolitan Statistical Area (MSA) and Congressional District to illustrate program reach and impact in a targeted way– for EFNEP only; and
  • No longer contains graphing capabilities.

Where can I find the User Manual for SRS5?

A comprehensive SRS5 User Manual is available under SRS5 Resources on the NEERS5 webpage. The manual includes detailed instructions for getting started and using the software. The SRS5 User Manual is over 200 pages long so it is recommended that you bookmark its location and access it electronically rather than printing it off. Hint: use the "Bookmarks" tab on the left-hand side of the PDF document to quickly navigate to sections of interest.


What should I do if I am having trouble with installation?

It is important to carefully follow the installation steps as described in Section 1 of the SRS5 User Manual. Administrative rights are required for installation so if you are unable to install the software, you may need to contact your IT department for assistance. It is also important to make sure you have CRS5 installed on the computer you install SRS5 to. If not, the software will not work. If you need a copy of CRS5 please contact the NEERS5 Help Desk.

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Using the Software

What happened to the Diet Summary and Behavior Checklist graphs?

Unfortunately, at this time, the Diet Summary and Behavior Checklist graphs are not available. During the beta testing phase of SRS5 issues related to the graphs were identified. Fixing them was going to be very time consuming so the decision was made to focus on other features of the software instead. States should still be able to prepare graphs using excel or other statistical software. If you need assistance preparing graphs please contact the NEERS5 Help Desk.


Can I use SRS5 to prepare Additional Behavior Checklist Question sets?

Yes, SRS5 can be used to prepare Additional Behavior Checklist Question sets. The NEERS5 user manuals do not provide complete instructions so in order to complete the steps successfully you will need to print off a copy of the Full Instructions for Additional Behavior Checklist Questions.


Is SRS5 compatible with Vista or Windows 7 operating systems? What about Office 2007 and Office 2010?

Unfortunately SRS5 is not compatible with the Microsoft Vista operating system and there is no patch.  If you are unable to maintain a computer with Microsoft XP, SRS5 can be set-up on a Windows 7 computer using a virtual XP environment.  This is not something NIFA is able to provide tech support for, but if you have a strong IT person to assist you, he/she should be able to set this up for you and the software should work flawlessly.  Additional information is available on Microsoft’s website.  If your IT person gets stuck, send a message to the CRS-Help Desk and we will do our best to help.

According to our beta testers, SRS5 is completely compatible with Office 2007 and with Office 2010.


Will Subgroups and Public Assistance sets be compatible with CRS5?

Yes, Subgroups and Public Assistance sets were designed to be compatible with CRS5.


What is the difference between removing an import and deleting a unit?

Removing an import deletes all data associated with the unit from SRS5, but does not remove the Unit ID from the Import list. Deleting a unit removes the import and deletes the Unit ID from the import list. The remove import button can only be used for units with a status of "= File Imported". The "Delete Unit" button can only be used if the unit has a status of "– No File to Import" or if the units’ CRS5 export file has been deleted from the SRS5 import folder of the current database. If the export file has not been deleted from the SRS5 Import folder, pressing the "Delete Unit" button will not delete the Unit ID from the Import list. See Section 9.3 of the SRS5 User Manual for additional information on Removing Imports (9.3.3.1) and Deleting Units (9.3.3.2).


How can I update the Poverty Guideline Tables?

The updated poverty guideline tables and the import instructions are available on the SRS5 Installation and Upgrades webpage. Updated poverty tables should be imported into SRS5 each time you start a new reporting period for the new fiscal year.

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Troubleshooting

SRS5 isn’t working, what could be the problem?

In order for SRS5 to function properly you need to have Microsoft Access 2003 or higher and the County Reporting System (CRS5) installed on your computer. You also need to make sure CRS5 is updated to version 5.03, dated 01/31/2007. You can check to see if CRS5 is up-to-date by looking at the information box on the top right of the Main Switchboard. If you discover you are not running version 5.03, dated 01/31/2007, visit the NEERS5 Installations and Upgrades Web page and follow the Update Instructions. If you need a copy of CRS5, please contact the NEERS5 Help Desk.


Why aren’t the state level public assistance sets and subgroups working as filters for my reports?

If you used the temporary excel spreadsheets to create state level public assistance sets or subgroups in FY07 you must create those same public assistance sets and subgroups in SRS5 prior to importing any CRS5 data. If you imported your data prior to creating your state level subgroups and public assistance sets you will need to complete the following steps: 1) remove the CRS5 imports (see Section 9.3.3.1 of the SRS5 User Manual); 2) create the public assistance sets and subgroups (see Sections 6.1 and 7.3); and 3) reimport the CRS5 data (see Section 9.3.3). If you do not complete the steps in this order the subgroups and public assistance sets may not work properly as filters for your reports.


Why can’t I import CRS5 data into SRS5?

In order to import CRS5 data into SRS5 follow the instructions in Section 9.3 of the SRS5 User Manual. After completing these steps you may find that some of your data has a status of "X Cannot Import". SRS5 verifies system configuration information prior to importing unit data which means the system cannot import CRS5 data unless its State, Period Begin, Period End, Program Name, and Institution (for EFNEP only) matches that of SRS5. To view a snapshot of a unit’s system configuration settings, highlight the unit of interest and click on the red exclamation point.


Why can’t I delete a unit from the import list?

The Import CRS Data screen displays all units with export files saved in the Import folder of the current SRS5 database. If you started a new reporting period it may also display units you imported the year before. The "Delete Unit" button will only work if the unit has a status of "– No File to Import" or if the units’ CRS5 export file has been deleted from the SRS5 import folder of the current database. See Section 9.3.3.2 of the SRS5 User Manual for additional information on Deleting Units.


Why do 100% of adult participants have a household income of “not provided” on the Adult Summary Report in SRS?  If I review the report in CRS, the values are accurate…

If you have not installed the updated poverty guidelines in SRS, then the data in the Adult Summary Report related to Household income will be inaccurate.  The updated guidelines are available on the SRS5 Installations and Upgrades, Poverty Guideline Tables webpage.  Please note, the poverty guidelines need to be installed for each SRS database you use.


Why are there differences between data on the Adult Summary and Diet Summary reports in CRS5 and SRS5?

If you compare the Adult Summary and Diet Summary Reports in CRS5 and SRS5 you may notice differences on Question #5 of the Adult Summary Report and on pages 5-7 on the Diet Summary Report. This is because the Poverty Guidelines and the RDA (Recommended Dietary Allowance) tables were updated in SRS5. These tables cannot be updated in CRS5. The SRS5 reports are more accurate.


My CRS5 users are not able to import the Additional Behavior Checklist Questions, what could be the problem?

Your unit may have trouble importing the Additional Behavior Checklist Questions into CRS5 because there is an additional step to complete, one which was not needed in the past. CRS5 can only import the file "CKQSET40.mdb", but SRS5 creates an export file named "CKQSET40.zip.RemoveIt". This means the unit will need to delete ".RemoveIt" from the file name and unzip the file. After the file is renamed and unzipped the user should be able to import the Additional Behavior Checklist Question sets into CRS5.


Why can’t I export state filters?

State filters cannot be exported from SRS5. In previous versions of the software unit level data was sent forward in aggregate form. This meant if states/territories wanted to use filters to view reports, filters needed to be attached prior to the unit data being exported. One improvement in NEERS5 is that raw data minus the personally identifiable information is sent forward. This means the states/territories can create filters in SRS5 to view data for specific demographics, subgroups, and public assistance programs at any time; they do not need to export the filters to the units ahead of time in order for them to work. CRS5 also has the ability

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Data Submission

When will EFNEP SRS5 Reports be due to the National Office?

The deadline for EFNEP SRS5 reports to be submitted to the National office is typically Nov.1st. However, because of the delays related to the release of the new software the deadline has been extended. FY07 data will be due to the National office Aug.1st. Data must be submitted through NEERS5.


How should I submit my EFNEP SRS5 Reports to the National office?

NIFA has created an FTP (File Transfer Protocol) server for states/territories to securely submit their EFNEP SRS5 data to the National office. This is the preferred method of submission and should be relatively easy to use. Details on submitting SRS5 data through the FTP site can be found in Section 9.2 of the SRS5 User Manual.

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