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Project Completion Reporting Guidance
New! Online Project Completion Reporting
OWEB is pleased to offer online project completion reporting via the OWEB Grant Management System (OGMS).  OWEB’s effort to streamline processes coincides with and supports our Strategic Plan and long-term investment strategy development process.  After the first set of listening sessions, OWEB heard consistently comments about the need for improved technologies and efficiencies.

While online reporting is not required, there are many benefits to doing so.  We anticipate participation will:
  • Increase administrative efficiencies for grantees and OWEB; 
  • Improve the consistency and quality of data which means the data are more readily available to assemble reports;
  • Allow data compilation to: garner lessons learned, tell the full story, roll-up accomplishments, and provide recommendations for future project implementation; and
  • Allow us to receive feedback that we can use to improve the tool and increase it use.

We strongly encourage you to report online, if you are unable to do so please see the forms links at the bottom of this page for the standard hard copy (print and mail) reporting forms.

OWEB Strategic Plan​
Roadmap to a Long-Term Investment Strategy

 

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Getting Started

 

These instructions are intended to make online entry easier and provide guidance for submitting completion report requirements for an OWEB grant.  Most OWEB grant types will be able to use this new offering including, restoration, monitoring, technical assistance, outreach, effectiveness monitoring, plant establishment and small grants.

If there is no reference to online reporting in the project grant agreement, the completion reporting requirements for that specific grant may be submitted via OGMS if the grant is a 208 funded grant or newer (i.e., OWEB grant numbers are 208-1012, 209-3024, 210-5067, etc.).  Online reporting is applicable for all small grants.  Please contact your OWEB Project Manager (e.g., Regional Program Representative) if you would like to ask about submitting completion materials for a specific grant. 

OGMS Login Required
A unique grantee login id and password for OWEB’s Grant Management System (OGMS) is required for online reporting.  To obtain a login id, contact Leilani Sullivan, at (503) 986-0183 or leilani.sullivan@state.or.usPlease note that to accommodate multiple people submitting project completion requirements for the same project, a shared login and password should be created for a single grantee (e.g., one share login per watershed council).

Instructions
Complete step-by-step instructions are contained in the Online Project Completion Report Helpful Hints and Guidance​ (PDF) document.

 

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Helpful Hints


To accommodate submission of photos, maps, metrics forms, etc., OGMS has upload capability. You will be able to attach documents, in a similar manner to attaching a document to an email. 

Please note that depending on the internet connection speed being used; large files may take several minutes to upload. Read below for guidance on best practices for uploading certain file types.  Microsoft also provides some general guidance on reducing file size. read more

 
Uploading PDFs
PDFs with numerous pages, photos and graphics will be large in size. 

If you have Adobe Acrobat Standard 8 or above, there is an option under ‘Document’ called ‘Reduce File Size’.  For Adobe Standard 7 or lower, there is an optimization option. read more

For Adobe Reader users, there are many free compression tools online.  CNET is a popular technical website with free downloads that are rated by users. read more
 

Uploading Photos please upload images one at a time and do not use the zip folder compression method to package multiple photos together. In addition, photos inserted into PDFs or Word documents are discouraged because they become inaccessible to pull individually from the database for use by other applications.

Prior to taking photos check the image quality on your digital camera. If the camera is set to the highest quality, the file size of the photo will be larger. You may want to adjust the settings accordingly based on the file size guidance that follows.

Check both the dimensions and the file size of photos prior to upload, it is recommended that an individual photo should not exceed 1mb (1000kb = 1mb). Additional information is available online to reduce the file size of photos, if necessary.  read more

 
Creating Zip Files
The zip file format (e.g., .zip) is a data compression method.  A zip file contains one or more files that have been compressed, to reduce file size.  This option can be used for large documents (e.g., if PDF compression doesn’t work) or to package multiple files together.  Please upload images/photos one at a time and do not use the zip folder compression method to package multiple photos together. 

Microsoft Windows XP (and newer) has a basic built-in zip capability. Additional guidance on how to create a zip file can be found on Microsoft’s website. read more
 

 

 
Step-By-Step Instructions

OGMS Login Required
Login to OWEB’s Grant Management System (OGMS)

From the OGMS main menu, select ‘Project Completion Reporting’, this link displays all the grants that are currently open for that individual grantee login. Each column in the table addresses a completion reporting requirement; detailed instructions are available at each step within OGMS. You may also refer to your grant agreement (Exhibits B and C) in advance of reporting to be prepared for what you will need to report on at completion of the project, many grant agreements are now available within OGMS.  

 

 

 

 

Final Project Summary

A final project summary is a new OWEB requirement, below is the guidance for creating a final project summary as well as examples from completed projects. 
 
In 200 words or less, describes what the project accomplished and what problem(s) it addressed. The information you provide will be used for accountability and reporting purposes, and displayed for the general public.  Please make a clear and concise statement; avoid jargon and acronyms.

Final Summary Examples This project continued a multi-phase implementation of high priority restoration activities in the Upper Joseph Creek Watershed. The project improved instream habitat and riparian areas by modifying instream structures in Chesnimnus Creek and Elk Creek for threatened steelhead and a variety of other wildlife species. This technical assistance grant provided funding for the Lower Nehalem Watershed Council, in partnership with the city of Rockaway Beach and the Oregon Department of Fish and Wildlife, to contract engineering services to develop alternative technical design solutions for Jetty Creek. At project completion, an analysis and recommendation of preferred alternative designs for a new diversion structure at the Rockaway Beach water treatment plant was made. The completed designs provide for reconnecting Jetty Creek to its original alignment, eliminating the current fish passage barrier, installing effective fish screening, and improving instream flow conditions and habitat quality. The Upper Nehalem Watershed Council implemented a Rapid Bio-Assessment (RBA) of 30 miles of the East Fork Nehalem to fill a data gap revealed during the watershed assessment process. The RBA survey quantified the abundance and distribution of four species of juvenile salmonids (Chinook, coho, winter steelhead and cutthroat trout) from a watershed perspective. A full basin view of each species distribution and their spatial shifts in abundance provide data necessary to prioritize the development of restoration strategies. This Displaced Salmon Fisher project employed personnel to work with ODFW staff in the mid-coast region on a number of tasks, including beach seining for juvenile Chinook, assisting with fall Chinook adult capture and spawning surveys, and performing supplemental coho spawning surveys and steelhead trapping at the Siletz Falls. The Chinook data collected was used to compare current rearing densities with those of 2008, post high-water event of 1996 and data from the 1980s. This project installed a rain garden to filter water from an impervious roof. This project will be used to promote the acceptance of rain gardens within the City of Salem and to help serve as a guide.

 
Restoration Grant
206-833 Peavine, Chesnimnus and Devils Run Creeks Project
This project continued a multi-phase implementation of high priority restoration activities in the Upper Joseph Creek Watershed. The project improved instream habitat and riparian areas by modifying instream structures in Chesnimnus Creek and Elk Creek for threatened steelhead and a variety of other wildlife species.

Technical Assistance Grant
210-1017 Jetty Creek Fish Passage Technical Assistance
This technical assistance grant provided funding for the Lower Nehalem Watershed Council, in partnership with the city of Rockaway Beach and the Oregon Department of Fish and Wildlife, to contract engineering services to develop alternative technical design solutions for Jetty Creek. At project completion, an analysis and recommendation of preferred alternative designs for a new diversion structure at the Rockaway Beach water treatment plant was made. The completed designs provide for reconnecting Jetty Creek to its original alignment, eliminating the current fish passage barrier, installing effective fish screening, and improving instream flow conditions and habitat quality.

Monitoring Grant
208-1035 East Fork Nehalem - Rapid Bio-Assessment (RBA)
The Upper Nehalem Watershed Council implemented a Rapid Bio-Assessment (RBA) of 30 miles of the East Fork Nehalem to fill a data gap revealed during the watershed assessment process. The RBA survey quantified the abundance and distribution of four species of juvenile salmonids (Chinook, coho, winter steelhead and cutthroat trout) from a watershed perspective. A full basin view of each species distribution and their spatial shifts in abundance provide data necessary to prioritize the development of restoration strategies.

Assessment Grant
209-1051 Midcoast Data Collection Project
This Displaced Salmon Fisher project employed personnel to work with ODFW staff in the mid-coast region on a number of tasks, including beach seining for juvenile Chinook, assisting with fall Chinook adult capture and spawning surveys, and performing supplemental coho spawning surveys and steelhead trapping at the Siletz Falls. The Chinook data collected was used to compare current rearing densities with those of 2008, post high-water event of 1996 and data from the 1980s.

Small Grant
11-08-010 Salem Residential Demonstration Rain Garden
This project installed a rain garden to filter water from an impervious roof. This project will be used to promote the acceptance of rain gardens within the City of Salem and to help serve as a guide.

 

 

 

 

 

 
Hard Copy Forms

 

 OWEB forms for download (i.e., hard copy reporting).

 

 

 

 

 

 
Questions?
If you have questions about your final completion report requirements, please contact the OWEB Project Manager​ (e.g., Regional Program Representative) listed on your grant agreement. The Project Manager assigned to your grant can also be viewed on the project detail page within OGMS. 
 

If you have comments, feedback or suggestions for improvements or if you are having technical difficulties with OGMS, please contact Cyrus Curry, at (503) 986-5371 or cyrus.curry@state.or.us.

 
 

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