Programs Submission Response: Updating 902 Land Contributions

ISSUE:
Updating the 902 Land Contributions when a producer needs to revise his/her Farm Operating Plan

FACTS:
It is very time consuming to select each:   *Farm Number *Tract Number *Owner Name * Farmland or Cropland *whether or not they farmed it last year Yes/No *Acres

SOLUTIONS:
It would be much more efficient to be able to have an option to “select all” above each column so we could uncheck the ones not needed.

NATIONAL OFFICE RESPONSE:
We agree the option to select “All Tracts” would be beneficial when recording leases. I will add this suggestion to the list of enhancements that we would like to complete but it may be a while before we can implement the change due to resource and budget constraints. 

However, the option to “select all” for the Type of Acres, Land Interest the same as last year question and Name, we intentionally default the type of acres and land interest question to empty to force a selection and if there are multiple producers with relationship to the tract, the producers with the lease to or lease from must be selected. These fields should be reviewed and entered independently for each tract to ensure the information selected is accurate. In addition, for the Name, it is very possible different tracts have different customers related to the tract so the ability to “select all” cannot be used.

Programs Submission Response: Subsidiary Reports Enhancements

ISSUE #1:
Subsidiary Business File Reports

FACTS:
There are several reports that need to be developed to assist County Offices in order to know what is within the Business File for a producer, or a specific “group” to target what is needed or may be incomplete. This can aid in preparation for sign up and preparing for payment cycles.

SOLUTIONS:.
Provide County Offices with the following reports:

  • Producers in Business File without “Determined” status
  • Producers in Business File with “Determined” status with “Last Update” listed
  • Active Estates in Business File
  • Non Family Joint Operations

NATIONAL OFFICE RESPONSE:
A project is currently underway to provide a data warehouse with the ability to create reports from the business file system. When the functionality is provided, users should have the ability to filter information for:

  • Producers with a specific farm operating plan status
  • Estates with an active farm operating plan
  • Joint Operations that do not include all family members.

I do not have a timeline when the report will be available. 

In the meantime:

  • I already provide a report monthly for producers with a farm operating plan that does not have a “Determined” Status
  • I provide a yearly report for Estates older than 2 years with active farm operating plans that have received payments. This year’s report was provided in December 2016 for State and County Offices to review according to notice PL-273
  • I provided a report of joint operations that do not include all family members for county offices in November 2016 according to the training and 5-PL handbook amendment Jim Baxa provided for determining actively engaged in farming and foreign person for joint operations.

ISSUE #2:
County Eligibility Reports in Subsidiary

FACTS:
We can run reports for AGIs filed and not processed, but the report basically stops there. The capability to add information and more sorting field possibilities are needed in order to better track AGIs filed and not processed by the IRS.

SOLUTIONS:.
It would be easier for us to track and monitor producer AGI forms if “date filed by the producer” was added as a field to be printed in the report. This would allow the possibility of being able to sort by date when the report is downloaded in spreadsheet format. This would allow us to better monitor those approaching the 180 day deadline.

NATIONAL OFFICE RESPONSE:
The County Eligibility Report currently available in the Subsidiary system is not designed to include additional fields based on the criteria selected to run the report. The report will display customers that have been updated with a “Filed CCC-941” producer certification and the IRS determination has not been received. The “Date filed by producer” cannot be added to the report. 

A project is currently underway to provide a data warehouse with the ability to create reports from the Subsidiary/Eligibility file system. When the functionality is provided, users should have the ability to filter information for customers that have been updated with a producer certification and an IRS determination has not been received with additional information provided on the report.

I do not have a timeline when the report will be available.

In the meantime, I am providing a report approximately every 6 weeks for all producers with a “Filed CCC-941” and an IRS determination has not been received and am including the “Date filed by producer” on the report.

Programs Submission Response: CCC-527

ISSUE:
Use of active form CCC-527 (03-24-09) is found in 3-PL, paragraphs 3, 4, and 132. However, instruction for completion of form CCC-527 is not found in any active FSA Handbooks. 

FACTS:
Instruction is not found in active handbooks.

SOLUTION:
Amend current PL Handbook with instruction and procedure for completion and use of form. 

NATIONAL OFFICE RESPONSE:
The occasion and necessity for the faxing of subsidiary information and payment eligibility documentation between offices greatly diminished with the implementation of the web based subsidiary system and the availability of e-mail (Outlook). The CCC-527 is now essentially used only as a tool by offices to make adjustments to the available payment limitation amounts for multi-county producers.

The instructions for form CCC-527 were provided in handbook 2-PL. When 3-PL was originally published, the instructions were not included. A forthcoming amendment to 3-PL (Rev. 2) will include the Instructions.

 

Programs Submission Response: Business File Enhancement

ISSUE:
Business File records were given the ability to “copy” the 902 recorded data to prior years. Why are COFs not given the ability to “copy” the records forward?

FACTS:
The CCC-902 form is continuous until a revision occurs in the farming operation. Since payments are issued in subsequent fiscal years, the record must be reloaded manually to the next year, or payments will not trigger. If the COF is making a new determination for 2015, for example, they must wait until the 903 is approved so all dates may be loaded and the Business File record reflects “determined”. They must then reload 2016 and 2017 information.

SOLUTIONS:
If COFs had the ability to “copy” data to subsequent years, it would greatly enhance efficiency in issuing program benefits. It would also align the software with program procedure, which specifies these determinations as ongoing. The time this improvement would save would be immeasurable.

NATIONAL OFFICE RESPONSE:
We agree the ability to copy a farm operating plan approved in a prior year after rollover occurs forward to the subsequent year is a great suggestion. This suggestion will be added to the list of enhancements that we would like to complete but it may be a while before we can implement the change due to resource and budget constraints. In the meantime, advise county offices to continue recording a new farm operating plan in the subsequent year based on the documentation on file when the previous year plan did not roll forward because approval was not obtained prior to rollover.