Quad Charts Training Videos

Introduction and guidance to use training videos

Quick Overview – Quad Charts

Brief background and context of Quad Chart for DHS-CBP Mission

Program Office Role

Report Quad Charts with the Dashboard

Portfolio Acquisition Executive Role

PAE review of Quad Charts & Stoplight Categories for performing assessments

Office of Acquisition Role

OA review of Quad Charts, Stoplight Categories and reporting to Senior Leadership

Senior Leadership Role

Senior leadership review of Quad Charts and Stoplight Categories

Common FAQs

1. Why is the button for the next step navigation disabled?

If the user is able to execute a process it confirms his/her access rights are set. However, if the screen is a “form”.i.e. the screen has fields for the user to populate data and it has some data validation issues then the dashboard’s artificial intelligence (AI) will not allow the user to move forward. It will display an appropriate message below the field(s) that has (have) validation issues.

2. How can a user save an incomplete data populated in a screen?

The Dashboard automatically saves the data as the user enters the data. However, the Dashboard Artificial Intelligence (AI) discards the data fields with validation errors.

3. When accessing a Quad Chart using a browser, the browser does not generate a preview image of the Quad Chart PowerPoint slides; the user is only able to download the Quad Chart file. Why is a user unable to see a preview of the Quad Chart?

To resolve the issue, the user will need to turn on the PDF viewer or enable a pdf plugin depending on browser type and its version. A simple google search on how to enable pdf viewer provides the steps on the top of the search result page.

Portfolio Acquisition Executive Role

1. Why is the PAE unable to see all the programs he/she needs to review for a certain time period?

The dashboard automatically removes from the queue for a specified time period all program Quad Charts that the PAE has approved and all program Quad Charts that have been returned to the Program Office for editing. Additionally, only those  Quad Charts submitted by the Program Office are visible in the queue.

2. How can a PAE user open a Quad Chart of a historical period for changing an assessment comment?

Please reach out to the Office of Acquisition. They have the authority to raise a support ticket to open a Quad Chart for assessment changes.

Office of Acquisition Role

1. How can an APO user open a support ticket to (i) add a new user (ii) open a Quad Chart of a historical period to allow PAE for revising assessment comment (iii) open a Quad Chart of a historical period to allow Program Office to update data fields ?

Please reach out to the Dashboard helpdesk Monday – Friday (except Federal Holidays), 9 am – 5 pm EST at (202) 765-3173 to raise a support ticket to a new user by providing Full Name of the user, Role of the User, and Name of Program Office for if applicable.

Program Office Role

1. How can the Program Office review his/her working Quad Chart?

Under the Quad Chart processes, select “Program Office reviews Quad Charts and Notify PAE”. Do not select “Send Email” until the Quad Chart is ready to be sent electronically to the PAE for his/her review. To input additional data or make edits to the Quad Chart, select the “Home” button.

2. Does the Program Office have to upload the historical or overdue Quad Charts in chronological order?

No. An overdue Quad Chart of a previous reporting period can be submitted after the Quad Chart for the current period has been approved.

3. How does a Program Office update the reporting period date for a Quad Chart?

Under the Quad Chart process, select the “Update Funds Execution Status” process.  When prompted, provide a date by clicking on the calendar icon and select the date that you want for the reporting period and click on the green ”Set Period” button.

4. When entering milestones and the user has selected quarter-FY, how does the user change milestone reported in the QX-FYXX format to the MON-YYYY format?

Click the “Home” button and re-execute the “Update program status (stoplight categories, milestones, key takeaways)”.  Click on the green “Report Milestones” button.  When the milestone page appears, the user can change the pre-existing QX-FYXX to MON-YYYY.

5. When entering milestones and the user has selected month-year, how does the user change milestone reported in the MON-YYYY format to the QX-FYXX format?

Click the “Home” button and re-execute the “Update program status (stoplight categories, milestones, key takeaways)”.  Click on the green “Report Milestones” button.  When the milestone page appears, the user can change the pre-existing MON-YYYY to QX-FYXX.

6. Can a Program Office submit Quad Charts for more than one period to the PAE at the same time?

No.  The dashboard does not allow for more than one Quad Chart for a single program to be worked on at a time.  Only one Quad Chart can be in a “Working” state.

7. The Program Office has submitted its Quad Chart to the PAE for review. Following his/her review, the PAE has requested revisions to be made to the Quad Chart. The Program Office made the required revisions requested by the PAE, however, why the revised Quad Chart is not available to the PAE for his/her review?

When a PAE notifies the Program Office that the Quad Chart needs to be revised before his/her assessment, the Quad Chart is removed from the PAE queue. From there, the Program Office makes the necessary edits to the Quad Chart, then must execute the “Notify PAE of updated Quad Chart(s) for assessment” process and click “Send Email” to add the revised Quad Chart to the PAE queue for his/her review.

8. Why is the Program Office unable to view the funds' execution data after the PAE has approved the Quad Chart for the next reporting period?

The dashboard mandates that the Program Office upload the appropriate date financials and notes for each reporting period.  This information is archived soon after the Quad Chart is approved by the PAE.  The funds’ execution data is then purged from the system for the next reporting period.

9. Does the Program Office have to upload the data for all three Quad Chart slides in each reporting period?

No. The data fields of the first slide and the program graphic are carried over for each period.  It is optional for the user to update this content.  The stoplight category, milestone, and key takeaways of the most recently approved Quad Chart are also copied into the next reporting period so the user can update this content if desired.  However, the user must upload a new funds execution template.

10. How can a Program Office user open a Quad Chart of a historical period for updating any data fields?

Please reach out to the Office of Acquisition. They have the authority to raise a support ticket to open a Quad Chart for changes. After making the changes, the Quad Chart must be re-submitted to the PAE for his/her approval.