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Reporting Process Directions

The template identifies the sections that require reporting period updates. They are designated by a comment, indicating that an update is required and what should be addressed in the updated text. 

Guidance Relating to Changes in Reporting:

 (1)     KPIs and text under the KPI tables

  • L2s will need to provide the text for the Project KPIs and L2 KPIs.
  • Address the standard questions that are posed following the table (e.g., Are you meeting the target? If not, why and what will be done to get back on track?). 
    • The rule of thumb to answering these questions and to providing additional detail regarding the metrics is, “if I were the NSF or review panel, what questions would I ask?”
    • For a quarterly metric that has been met, and for consistency purposes, please simply write “This target was met.”
  • Briefly describe the trend with respect to the metric. To do so, review previous reporting periods for this analysis (do not simply base it on the last reporting period).
    • For metrics only reported annually, there may not be much to say in each IPR. If so, include a statement that it is only reported annually.  
  • Based on what the trend is (e.g., increasing, flat, decreasing) there should be some expectation that comes as a result. NSF wants to know the implication of the trend for the project and perhaps for the community, as appropriate.
  • For the KPI discussions in Section 3, the text below each table should summarize what is in the L2 section regarding the KPI with a pointer to the full discussion of the metric.

(2)     L2 Area highlights

  • L2 highlights should cover any highlights that are really L2 area-wide highlights involving multiple (or all L3s) with perhaps a very brief summary of the highlights of the L3s (see next bullet).
  • NEW: For any L2 highlights that you would like to be considered as project-level highlights, please shade the text some color other than green for ease of identification. If used at the project level, the text will be extracted from the L2 section. If not, it will remain and will be unshaded. 
  • NEW: Any management personnel changes at the PM, L3, and/or L2 level that occurred during the reporting period should be mentioned here.

(3)     L3 Section

  • The L3 Section should include their respective L3 area descriptions followed by highlighting activities in support of the project goals.
    • It should also reflect any relevant planned activity needed to address issues with metrics, as this often will fall to specific L3 areas.
    • Ideally, this write-up should be 1/2 - 3/4 of a page
      • Some write-ups will be longer either because they have a lot of activities (i.e., more highlights) or they may have some exceptional news to share.
  • As appropriate, they should discuss important L3 metrics referred to in the Appendix.

(4)     Other Metrics Appendix

  • L2 PMs should update these tables with the appropriate data.

Perspective & Consistency:

  • The report should be consistent in writing style and level of detail. 
  • The report should written in first person where possible. 
  • Section contents should be written in an essay type format (not sub-headings by L3 or metrics).
  • All figures should have figure captions with labels and be directly referenced from the text.
    • For example: 
      • A figure should be captioned as Figure [X] with a brief description.
      • In the actual text, refer to the figure as Figure [X]. Do not direct the reader to a position on the page when referencing figure (i.e., see figure at the right).
  • Reporting period v. quarter: Now that we have transitioned our reports to Interim Project Reports, we need to align our language accordingly. As such, please refer to the period as “reporting period” as opposed to “quarter” in the text.
  • All computational system names should be italiziced (e.g., BridgesStampede).
  • Use only one (1) space after a period.
  • For metric targets in both the main body of report and appendix, simply include the value sans qualifier.
    • For example:
      • If a target is 45 days, simply write 45. 
      • If a target is 99%, simply write 99.

For more details, refer to the XSEDE Reporting Style Guide



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