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The following Plan of Work questions were generated by folks like you.  Please check this page regularly because new questions are asked and the answers to these and existing questions are updated regularly to reflect changes in program planning and reporting requirements.

1. What is the Plan of Work (POW) and Report of Results (ROR)?

2. Who does the Plan of Work and Report of Results?  Should Program Assistants do the POW/ROR?

3. When is my POW/ROR report due?

4. Which matrix should I use for my POW/ROR reporting?

5. How do I keep track of everything I do?

6. What is the purpose of the Program/Activity Log and how do I use it?

7. Should I complete the Powprogs/Rorprogs Template pages before I enter the data into the computer?

8. How many POW/ROR Template pages should I complete for the POW/ROR? Should I lump all my programs into one report or should I break out each program?

9. How many Powstats/Rorstats Database Template pages do I complete and enter into the databases?

10. I work in more than one county. How do I report the work I do in both counties?

11. How do I report a multi-disciplinary program effort?

12. What is impact and why is impact reporting so important?

13. Why are impact statements so important?

14. How are impact statements used?

15. What makes a good impact statement?

16. Where do I report impact statements in the POW/ROR databases?

17. Where do I list the impact of newsletters, printed materials, telephone consultations, broadcast participants, etc.?  What is the difference between the "impact" of these outreaches to the community and the impact statements required on other program activities?

18. I'm a County Chair. Where do I report administrative duties?

19. What is the purpose for the County Highlights and County Popular Report?

20. How do I count participants for a program?

21. How do I count people who attend a series of classes dealing with a single topic? Or multiple topics?

22. How do I count attendance at the fair, camp, etc.?

23. In a team teaching setting, how do I count the number of people I teach and how do my team teachers count their people?

24. What do you mean by double counting?

25. How do I count volunteers and volunteer hours?

26. How about those who volunteer in more than one program area?

27. How do I count those who volunteer for more than one person who reports?

28. What do you mean by Direct Contacts?

29. How do I count Direct Contacts?

30. How do I decide which category or Emphasis Area to report Direct Contacts?

31. Why do I have to complete the Powstats template when I don't know how many people I will have direct contact with in the coming year?

32. How can I possibly estimate how many people actually adopt a behavior or practice with a six-month period?

33. Which database do I install first?

34. Is there another way to print POW/ROR reports?
 
 
 

1. What is the Plan of Work (POW) and Report of Results (ROR)?

The POW/ROR process provides an opportunity for OSU Extension program professionals to plan programming efforts for the coming program year and report on the outcomes or results of their programs at the conclusion of the same program year.  The 1998-99 Report of Results covers the period of time from October 1, 1998 through September 30, 1999.  The 1999-2000 Plan of Work covers the period from October 1, 1999 through September 30, 2000.

2. Who does the Plan of Work and Report of Results?  Should Program Assistants do the POW/ROR?

OSU Extension employees who design, develop, and provide direct, face-to-face programming to our customers or clientele should do the POW/ROR — generally, those with the OSU Extension titles of Extension Agent, Extension Agent and Chair, Program Assistant, Nutrition Educator, Nutrition Specialist, District Specialist, State Specialist, Extension Associate, Research Assistant, and Research Associate. There are some exceptions to this rule.  Program Assistants (other than summer or temporary help) should submit a POW/ROR.  If you are unsure whether or not you should complete the POW/ROR reports, please contact your immediate supervisor.  If further clarification is needed, contact Dave Williamson, Program Reporting Analyst, (614)292-5089. 

3. When is my POW/ROR report due?

The program year for Ohio State University Extension extends from October 1 through September 30 of each year. The Plan of Work/Report of Results packets are sent to all program staff during the first week of September, allowing POW/ROR reporters approximately one month to complete and submit the report to the Office of Program & Evaluation Support in Columbus.  The 1998-2000 POW/ROR is due in Columbus by October 15, 1999. 

4. Which matrix should I use for my POW/ROR reporting?

Please use the most current Ohio Program Focus Areas & Issues (matrix) for two important reasons:

a)  Each year the matrix is updated with the most current keywords describing programming efforts throughout the state.  The keywords often reflect program trends, new program thrusts, and program planning and reporting activities for state and federal reporting.  Keyword changes are initiated by State Specialists and other program staff and approved by the Assistant Directors.  Suggestions for new keywords can be submitted to the Assistant Directors for review and approval on a yearly basis by: 1) submitting a keyword name, and 2) providing justification/rationale for the new keyword. 

b)  The POW/ROR databases are updated to reflect keyword changes in the matrix. The POW/ROR databases will reject any program Emphasis, Focus, Issue and Keyword combination that is contrary to the most current version of the Ohio Program Focus Areas & Issues. 

5. How do I keep track of everything I do?

There are many methods of tracking programs planned and carried out over the course of a year.  The method is entirely up to you.  Some folks use a monthly calendar, others use the Program/Activity Log or a hybrid, and still others have designed their own system.  Regardless of the system of choice, be sure to document program activities on a consistent, regular basis rather than waiting until the POW/ROR reporting process in September.  Keep in mind the information that is requested on the POW/ROR templates. 

6. What is the purpose of the Program/Activity Log and how do I use it?

The Program/Activity Log is an optional program planning and reporting tool.  It is designed to help you document program activities throughout the year.  The Program/Activity Log format provides space to record matrix information, program name and objectives, program notes, direct contact information, participants and volunteer numbers, and evaluation narrative, including impact statements.

7. Should I complete the Powprogs/Rorprogs Template pages before I enter the data into the computer? 

Yes.  The paper POW/ROR Database Templates are included in the POW/ROR packet to help you organize the information necessary for the respective databases.  The templates are laid out just as the fields appear in the database.  The templates are very useful for whomever enters the data into the database.  In addition, the templates provide a "hard copy" of the information in the event the database return diskette is damaged and a replacement is needed.

8. How many POW/ROR Template pages should I complete for the POW/ROR?  Should I lump all my programs into one report or should I break out each program?

One Powprogs or Rorprogs Database Template page should be completed for each programming effort, respectively.  The number of programs or template pages required for either the Plan of Work or the Report of Results report depends entirely upon the reporter.  Some program reporters have submitted as little as one page documenting their year's program work, while others have submitted in excess of 30 pages. 

The Plan of Work and Report of Results reports serve several important purposes, including:

a)  A system to plan and report program efforts for personal program development and evaluation,

b) A system to retrieve and track vital information for county, district and state programming purposes,

c) A system to retrieve program information for local, state and federal accountability issues and funding purposes. The more information you can share with our funding partners, the greater the opportunity for increased or sustained program funding; and

d) A system to provide marketing and community relations resources to tell our story better.

9. How many Powstats/Rorstats Database Template pages do I complete and enter into the databases?

The Powstats and Rorstats databases are used to report yearly Direct Contacts totals (planned and actual, respectively) for each of the Extension Emphases (ANR, FCS, 4-H, and CD).  Therefore, only one template page is required for each database, respectively.  All Direct Contact totals should reflect the sum of all direct contacts for the entire year, based upon program emphases, race, gender, and volunteer involvement.

10. I work in more than one county.  How do I report the work I do in both counties?

Reporters should report in the county they consider their home base.  When completing the POW/ROR templates and entering the data into the databases, designate the county in which the programs are/were carried out.  When the database information is aggregated in Columbus, your programming efforts will follow the appropriate personal and county program records. 

11. How do I report a multi-disciplinary program effort?

Extension programs are often interdisciplinary.  The POW/ROR databases are designed to permit a reporter to submit more than one Emphasis Area, Focus, and Issue to describe the programming effort.  However, the database program structure will only permit one keyword choice.  If the program is interdisciplinary, choose the Primary Emphasis, Primary Focus, Primary Issue and Keyword that best describes the programming effort and select the appropriate Secondary Emphasis, Secondary Focus, and Secondary Issue (if applicable).  Do not select a Secondary Keyword.  The keyword choice must correspond to the correct Primary Emphasis, Focus, and Issue in order for the record to be validated by the computer.

12. What is impact and why is impact reporting so important?

Impact is the reportable and verifiable difference a land-grant program makes in the lives of citizens (Ernst et al., 1998).  Impact reporting is letting people know what we're doing for many reasons, including public accountability; program accountability; return on investment; better public understanding of the "whole picture" of research, teaching and service; future funding; and a better awareness of all programs within the institution. 

13. Why are impact statements so important?

Evaluation of OSU Extension programs is a process which includes gathering evidence about program impacts.  An Impact Statement is a brief summary, in lay terms, of economic, environmental and/or social impact of your efforts.  It states accomplishments and their payoff to society.  Good impact statements answer the questions "So what?" and "Who cares?"

14. How are impact statements used?

OSU Extension uses impact statements for county and state legislative efforts, federal reporting requirements, Points of Pride, and other accountability and communication efforts. 

15.What makes a good impact statement?

Let's start by pointing out what isn't a good impact statement.  A good impact statement isn't a description of process or the number of people attending a meeting, enrolled in the program or some other "counting report."  Impact is an illustration of change.  We're looking to show the effect of an educational program or research project on it's subject.  Key ingredients of good impact statements:

a)  Brief description of the problem the educational program addressed,

b)  Brief description of the audience,

c)  Brief description of the program/project objective(s),

d)  Brief description of program/project,

e)  Brief description of what real world problems the program/project addressed,

f)  Brief description of the economic, environmental and/or sociological costs of the problem,

g)  Qualify and quantify the improvement as a result of the program/project,

h)  Names of those who helped with the program/project (collaboration),

i)  Cite research-based information used in the effort, and

j)  Cite funding sources or outside partners of the program/project

16. Where do I report impact statements in the POW/ROR databases? 

The Plan of Work process basically includes two reports:  Plan of Work (POW) and Report of Results (ROR).  The POW report requires reporters to describe, in a narrative statement, the "program efforts" they are planning to conduct in the coming program year.  The POW narrative statement describes what is planned and should set the stage for the ROR impact statement in the Report of Results report at the end of the program year.  It should include the same ingredients found in good impact statements.

Impact statements are reported in the narrative portion of the Report of Results report.

17. Where do I list the impact of newsletters, printed materials, telephone consultations, broadcast participants, etc.?  What is the difference between the "impact" of these outreaches to the community and the impact statements required on other program activities?

OSU Extension provides two general forms of educational programming -- direct and indirect programming.  The POW/ROR is primarily designed to document educational programs delivered "directly" to our customers or clientele.  This type of programming, by its very nature, requires extensive planning, face-to-face contact, and evaluation of results.  These programming efforts define our primary outreach to the community and often justify program funding and other resources.  However, a substantial portion of Extension programming is the result of "indirect" programming efforts.  These efforts often include newsletters, printed materials, telephone consultations, etc.  These programming efforts are important and should be reflected in the POW/ROR.  They should be included in the "Planned Efforts" field in the Powprogs database and should augment and enrich the "Impact Statement" field supporting programs reported in the Rorprogs database.

18. I'm a County Chair.  Where do I report administrative duties?

The POW/ROR is a program planning and reporting process to document programs planned and delivered to our customers and clientele.  It is currently not designed to document administrative duties of Extension program personnel.  Although administrative activities are very important, they should not be reported in the POW/ROR; instead, they should be reported in vitae and reports used in annual performance reviews.

19. What is the purpose for the County Highlights and County Popular Report?

County Highlights and County Popular Reports are two forms of reports used to document county programming efforts for various Extension stakeholder groups (i.e., legislators, congressional leaders, general public, etc.). The County Highlights fact sheet is generally a bullet-type snapshot of county programming efforts, and the County Popular Report format is a more descriptive, stylized newsletter describing local county Extension programs and services.  1998 marked the first time that the County Highlights fact sheets were exclusively included in legislative and congressional packets.   County Highlights fact sheet templates and training will be available for counties in the fall.  All counties must submit their County Highlights to the Office of Program and Evaluation Support by the first week of December 1999.  Counties are also encouraged to continue publishing County Popular Reports for local use.

20. How do I count participants for a program?

Count the planned number of participants who will complete the program you are planning (POW) or the actual number of participants who completed the actual program (ROR).

21. How do I count people who attend a series of classes dealing with a single topic?  Or multiple topics?

Participant Rule:  Count the number of people who actually complete a program containing a series of classes on a single topic once. (Example: 100 people complete 5 sessions of a program on money management; the number of participants = 100)  However, if a program contains a series of sessions on different topics, count the number of people who actually complete each session in the entire program.  (Example: 100 people complete a series of 3 sessions on different topics; the number of participants = 300)  The  key to counting participants is consistency. You are the judge.

22. How do I count attendance at the fair, camp, etc.?

Apply the same rule explained in the previous question.  However, many contacts made with our customers or clientele are "indirect" in nature. For instance, people may pick up literature at a fair booth or informally discuss a topic of interest to them with a person who is manning the booth, etc.  Outreach to the community in this fashion is very important.  However, in the POW/ROR process indirect contacts made in this type of setting are to be reported at the end of the "Impact Statement" field of the ROR or as supporting documentation for programming effort in the program impact statement itself.  Newsletters sent, literature distributed, news column readers, etc. are other examples of indirect contact.

23. In a team teaching setting, how do I count the number of people I teach and how do my team teachers count their people?

Program participants should be counted once.  If more than one teacher is teaching, then all teachers must confer, "divide and decide" the number of participants they will report on their individual Plan of Work reports.

24. What do you mean by double counting?

Double counting is a term to describe the practice of counting participants more than once.  Program participants should only be counted once.  Team teachers should confer to decide who will report the number of participants or volunteers.  The number of participants/volunteers may be divided among the team teachers.

25. How do I count volunteers and volunteer hours?

The Participant Rule applies with volunteers too.  Volunteer hours are accumulative, based upon the Participant Rule.  (Example: 25 people on a 4-H Swine Committee met for a one-hour meeting, 8 times during the year. According to the Participant Rule, 25 volunteered 200 hours on the Swine Committee.)

26. How about those who volunteer in more than one program area?

Again, the Participant Rule applies here as well.  If a person volunteers to help on two separate programs/committees dealing with two different subject areas, then you may count the volunteer more than once.

27. How do I count those who volunteer for more than one person who reports?

Volunteers should only be counted once, even if two reporters work with the same volunteer.  Program personnel who have a common volunteer should confer to decide who will report the number of volunteer hours.

28. What do you mean by Direct Contacts?

The Direct Contact Report is used to document only the portion of our clientele contacts which we are required to report to CSREES for civil rights/affirmative action purposes.  For federal reporting, contacts are persons seen face-to-face by Extension professionals or paraprofessionals in the process of delivering an educational message.  It is assumed that it is too difficult (and too intrusive) to attempt to determine the race and gender of people who receive educational information by mail, telephone, newsletter, newspaper, radio, TV, etc.

Extension clientele include more people than those identified as "direct contacts."  Clientele receive educational information from Extension personnel through a variety of delivery methods -- meetings, newsletters, brochures, articles, radio and television, slides, film, correspondence courses, etc.  Though these participation records are not reported as direct contacts, you may want to record this information for use in impact statements and local reports.  For example, you may want to keep track of the number of people you work with on a particular program, a particular delivery methods, or through volunteers.

The Powstats and Rorstats databases are used to report yearly Direct Contacts totals (planned and actual, respectively) for each of the Extension Emphases (ANR, FCS, 4-H, and CD).  Therefore, only one template page is required for each database, respectively.  All Direct Contact totals should reflect the sum of all direct contacts for the entire year, based upon program emphases, race, gender, and volunteer involvement.

29. How do I count Direct Contacts?

a)  If more than one Extension staff member is involved in an educational event, only one person (generally the one who arranged the activity) should report the direct contacts.

b)  Direct contacts with clientele outside Ohio are not reported.

c)  Direct contacts are reported for the county/counties to which you are assigned.  Direct contacts in other geographical areas are reported only if not counted by an Extension staff members from that county.

d)  If consultants/resource persons who are not part of the OSU Extension system conduct programs for you, you may count their contacts as your own.

e)  Only count clients/program participants as direct contacts, not other Extension personnel.  State and district specialists do not count meetings with other specialists or agents who attend in-service training as contacts. 

f)  Client contacts made by volunteers are not reported as direct contacts -- only contacts made directly by the Extension professional.

30. How do I decide which category or Emphasis Area to report Direct Contacts?

Report all Direct Contacts according to the appropriate educational program (ANR. FCS. 4-H, CD) planned (POW) or the actual program conducted (ROR).  Use your best judgement if you are unsure which emphasis area to use.

31. Why do I have to complete the Powstats template when I don't know how many people I will have direct contact with in the coming year?

The Plan of Work process gives all program reporters an opportunity to plan the number of people by race and gender they hope to engage in educational programs.  The information is also provided to state and federal funding sources for program planning, program trend analysis, civil rights and affirmative action purposes.

32. How can I possibly estimate how many people actually adopt a behavior or practice with a six-month period?

Sound program evaluation practices can provide this data to satisfy program planning and accountability requirements.  A post-test can be administered to the program audience at the conclusion of the program to determine how many participants plan to adopt one or more behaviors or practices presented in the educational program.  Sampling a portion of the program audience population within six months of the completion of the educational program will provide a number who actually adopted one or more of the behaviors or practices taught during the educational program.

33. Which database do I install first?

Always install the Plan of Work Databases (Installation Diskette) before the Report of Results Databases diskette.  Failure to install the databases in this order will result in a database error message and/or loss of data.

34. Is there another way to print POW/ROR reports?

Occasionally, the database print function fails to work properly with some computers or computer networks.  There is an alternative method to print database reports in the event this happens.  Follow these steps:

To print:

Step 1:   Print All Records -- Choose "Print All" on the Main Menu Screen to print all records in the database. A text box appears and says, "About to print all of the database records, proceed?" Yes/No.   Tap "Yes" and go to Step 2.

Print Single Record -- Select the desired record, and simultaneously tap the Alt key and W key. Follow the instructions and go to Step 2.

Step 2:  Choose "File Name" from the Printer Port Pop Up Menu.

Step 3:  Enter the file name with a .txt extension.

Example:

powprogs.txt (if you're in the powprogs database), or
powstats.txt (if you're in the powstats database), or
rorprogs.txt (if you're in the rorprogs database), or
rorstats.txt (if you're in the rorstats database)

Step 4:  Say "Yes" to "Shall we print now?"

Step 5:  Exit the POW/ROR program.

Step 6:  Start WordPerfect  or Word for Windows .

Step 7:  Set the document font to New Courier (10 pt).

Step 8:  Choose File: "Open." Your ASCII (DOS) Text file "powprogs.txt" (etc.) will be found in the C:\POWROR directory.

Step 9:  Choose Print from the WordPerfect  Menu.

Step 10:  Call Harry Laufman if this method does not work.

REFERENCES

Ernst, S., King, D., Meisenbach, T., Jirik, T., MacIssac, J., 
     Marks, J., Sigurdson, C., and Smith, K. (1998). Impact statement
     reporting training kit. North Dakota State University.