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1PARS II 102 Monthly Updating and Reporting V8.0.20101108
March 2011
2PARS II 102 Monthly Updating and Reporting V8.0.20101108
March 2011
Course Objectives• Upon completion of this course, users will be
able to:
– Gain a general knowledge of PARS II features, capabilities and operation
– Navigate in the PARS II application
– Select a Project to view and analyze
• Project Attributes
• Contacts and Certification levels
• Critical Decision data at each CD level
• BCPs and KPPs
• Contractor monthly EVM data
– Enter monthly status updates
– Upload attachments
– Run PARS II Reports
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Acronyms
• PARS – Project and Assessment Reporting System
• OA – Oversight and Assessment
• CPP – Contractor Project Performance
• EVM – Earned Value Metrics
• CD – Critical Decision
• KPP – Key Performance Parameter
• BCP – Baseline Change Proposal
• FPD – Federal Project Director
• OECM – Office of Engineering and Construction Management
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Overview
What Is PARS II ?
Capital Project Life Cycle in PARS II
PARS II Data Hierarchy
PARS II Privileges
Legend for Class Slides
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What Is PARS II ?
• Commercial-off-the-shelf (COTS) product – iProgram component of Dekker’s Project Management
Information System (PMIS)
• Configured to meet DOE requirements – Web application– Menus, reports to reflect DOE’s project assessment process
• Repository of project status, assessment, and performance– cost performance– estimates for completion– monthly status updates– supporting documents
• DOE-wide deployment completed September 2010
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Life Cycle of a Capital Project
Typical DOE Acquisition Management System for Line-Item Projects.Source DOE G 413.3-16, 9-24-08
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OECMAssessments
Program OfficeAssessments
FPDAssessments
Life Cycle of a Capital Project in PARS II
Monthlyfor CD-2
andCD-3a, 3
ContractorEV Cost, ScheduleUpdates
Critical Decision 0
Critical Decision 1
Critical Decision 2
Critical Decision 3a, 3
Critical Decision 4Closeout
A Project that meets 413 criteria is entered in PARS II and updated as it progresses through CD Levels
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PARS II Data HierarchyLevel 1 Level 2 Level 3
SystemConfigurable
SystemConfigurable
User assignsName at creation PARS assigns #
User assigns name
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PARS II View Rights
• Users can view and analyze
ALL of the information for a Project
• OECM analysts can view data for all projects• Other PARS II users can view data for projects
they have been granted access to
• Summary-level Project data is viewed– via the Oversight and Assessment menu options
• Contractor Project Performance data is viewed– via the Project Performance menu options –the dashboards
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Legend for Class Slides
• Yellow, Rectangle shape boxes
–User Actions
• Red or Bright Green outline shapes
–Areas to note on screens
• Green, Octagonal boxes or any Blue shapes
–Information boxes
Find and Reports are the only active icons when no
project is selectedProjects
Tab
March 2011 PARS II 102 Monthly Updating and Reporting V8.0.20101108
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Logon to PARS II
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Logon – PARS II URL
From an IE8 browser, type
https://pars2training.doe.govFrom an IE8 browser, type
https://pars2training.doe.gov
Use this URL in training class
2. Click Continue 2. Click Continue
3. Enter - User Name - Password (case sensitive)
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PARS II Screen Layout
Reports Menu
NavigationBar
Project PerformanceMenu
New logon sessions
begin with the Project tab view
Blue button shows menu selection
Oversight &Assessment Menu
HELP
Menu options vary
based on user role
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Select a Project
•Hierarchical Method to Access Projects
• Three levels
•Find Method to Access Projects
• Binocular Icon
• Clear prior search criteria
•Always “Select” a Project
• Click to Highlight
If you work with a small number of
projects, this is an
infrequent setup
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Hierarchical Method to Access Projects
Find is the only active icon when no project is selected
1. Select Program1. Select Program
2. Select from Level 2 list2. Select from Level 2 list
After Program is selected, the 2nd list
is propagated
After Program is selected, the 2nd list
is propagated
3. Select from Level 3 list 3. Select from Level 3 list
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Project List in Projects TabAfter the
three program levels are
selected, a project list displays
SCROLL to see
more information
Click on a Column Heading to sort list by that column
Default is PARS Project ID
To retain the sort you selected,
click Save Configuration
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Select a Project
Highlight the project to view and analyze
Actions/icons activated vary based on your
user access role
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Find Method to Access Projects
• Using the Find icon, you can search for
A specific project OR
All projects within a selected category
For Projects that you
have been granted
access to
FIND is the method
most frequently
used
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1. Click FIND
The current project list can be filled or empty
To Find A Specific Project
3. Click SEARCH
2. Enter the appropriate identifying value in one of the boxes below
PARS Project ID or DOE Project Number recommended as unique identifiers
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Results of Search for a Specific Project
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Search for a group of projects For example, all projects under EM-20
2. Enter EM-20 for the Program Name
3. Click SEARCH
Results of Search
1. CLEAR any prior criteria
NOT Case-sensitive-------------------
Searches for phrase appearing anywhere in the field –
wildcard not needed
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Other Criteria Options for Searching
Use to search for projects you have access to that are associated with a
contact registered in PARS II
To have a person or organization registered in PARS II, contact the PARS II
Helpdesk or your OECM analyst
CLEAR any
prior criteria
Message if no records match search criteria
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Projects “Stick”• PARS II retains the selected project and
the list of projects
– Throughout the current logon session
AND– Populates the Projects tab with the same project and
list in your next logon session
• To change the list,
– You must be on the Projects tab under the Oversight and Assessments menu from the navigation bar
– From the Projects tab,
• Re-select entries from one or more of the 3 drop-downs
OR
• Perform a FIND
If you work with a small number of
projects, this is an
infrequent setup
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View a Project
PARS II Header Info
View Project Attributes
View Project Contacts
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PARS II Header Info
Pars ID Project Name
End Date ofCurrent Monthly
Status Period Last Update of Contractor EVM
Data
CD Levelbased on last approved date
entered
User ID Logout
1. Click VIEW
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View Project Attributes
Hierarchal Path
PrimaryContacts
Unique ID assigned by PARS II
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View Project Contacts
1. Click Project Contacts tab
AdditionalContacts
3. When done viewing,
Click Cancel
2. Scroll right to view phone, email
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Workbook Exercise 1
• Find Projects• Select a Project• View a Project
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View OA Data
CD - Critical Decision Data
KPP – Key Performance Parameters
BCP – Baseline Change Proposals
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View Critical Decision Data – Select Level
2. Select CD level from drop-down list
1. Click Critical Decisions
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CD 0 and CD 1 Data
Planned dates for next CD Level and forward
Link to Key Performance Parameter
(KPP) for the CD Level
This CD Level Planned Date
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CD 2 DataCD-2 KPP link
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CD 3a and CD 3 Data
Note: No link to KPP for
CD 3a and 3
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CD 4 and Closeout Data
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3. Highlight KPP you want to View
3. Highlight KPP you want to View
4. Click VIEW 4. Click VIEW
1. Select KPPs
1. Select KPPs
KPPs for a Project
2. Click Clear Filter to ensure complete list
2. Click Clear Filter to ensure complete list
KPP Screen
•You can Sort the KPP list•You can Filter the list
•You can Sort the KPP list•You can Filter the list
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View Baseline Change Proposal
Select BASELINE Change to view from drop-down list
Select BCPs
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Viewing Attachments
Context-Specific
All Reports
Attachment Window
View Attachment Content
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Viewing AttachmentsTwo ways to view Project Attachments
1. Click ATTACHMENTS
2. From the Navigation bar
Access to ALL attachments for the selected project
1. From the Toolbar Access only to attachments associated with the
active tab/screen
eg. “FPD Monthly Status” or KPPs or CD
This way must be used to ADD an attachment
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Attachment Window
• With descriptive info such as
– Type of attachment – Document, Narrative, or Hyperlink
– Title
– Doc # and Version entered by user
– Uploaded by - User Name of the individual who attached (not the author of) document
– Uploaded Date - Date attached
– Description entered by user
•All users can view attachments•Users with “write” privileges can,
- Delete attachments and - Edit descriptive informationOnly for the attachments they ADDED
• Lists attachments
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View Attachment Content
1. Click Attachment Title New Window Opens with Document, Target
of Hyperlink, or Narrative
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All Attachments for a Project
You can sort the list
by any column
You can filter the list
by any column
Click ALL ATTACHMENTS
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Workbook Exercise 2
• View Critical Decision• View Attachment • View KPP• View BCP
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Project Overview
Summary-Level Project Data on a Single Page
ActiveX Control Required
Excel Macro Security Settings Required
Saving Excel Reports
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Select Project Overview
Wait while the report generates
Wait while the report generates
Select Project
Overview
Select Project
Overview
You can work with the report table in Excel - Save, copy, print, edit, etc.
You can work with the report table in Excel - Save, copy, print, edit, etc.
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Close Excel WindowWhen done,
Close
You can re-open the report in Excel, if
needed
You can re-open the report in Excel, if
needed
Rename report file if you save it
Rename report file if you save it
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Workbook Exercise 3
• View Project Overview
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Generating OA Reports
Access to Reports
Select a Report
View a Report
Saving Excel Reports
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Access to ReportsTwo ways to access Reports
2. From the Navigation bar
Provides access to ALL Reports
1. From the toolbar
Provides access only to reports associated with the active tab/screen
eg. “FPD Monthly Status” or KPPs or CD level
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The reports in the Project Reports folder contain
Project-specific information.
The reports in the Project Reports folder contain
Project-specific information.
Reports from Navigation Bar
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Select a Report2. Check that correct report
was selected2. Check that correct report
was selected
1. Click Report Name to select (Highlight) Report
1. Click Report Name to select (Highlight) Report
3. Click VIEW to run report
3. Click VIEW to run report
4. Wait for Report to Generate4. Wait for Report to Generate
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Reports Open in Excel
You can work with the report table in Excel - Save, copy, print, edit, etc.
You can work with the report table in Excel - Save, copy, print, edit, etc.
Rename report file if you save it
Rename report file if you save itIf a report can’t
be generated
If a report can’t be generated
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Workbook Exercise 4
• View OA Reports
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Project Performance Data
View and Analyze Contractor EV and Schedule data
Three Dashboards are availableCPR - Cost Performance Report Dashboard
“Red,Yellow,Green” (RYG) ThresholdsSchedule DashboardTimephased Dashboard
Reports for WBS and OBS
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CPR Dashboard
SelectProject Performance
thenCPR Dashboard
SelectProject Performance
thenCPR Dashboard
Last contractorUpdate
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Select Dashboard View Select
Time Period Select
Time Period Select
WBS or OBS Select
WBS or OBS Select
CPR. Analysis, or IEAC Select
CPR. Analysis, or IEAC
Click U.03 icon To Drill-down
to more detail
Click U.03 icon To Drill-down
to more detail
Changing a selection in
the ICON Bar automatically re-generates
the table
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Drilldown Results of U.03
Results of Drilldown
Results of Drilldown
Click HOME to return to starting Level view
Click HOME to return to starting Level view
Click Parent to go back one
Level
Click Parent to go back one
Level
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Filter Dashboard Data
1. Select WBS Level
1. Select WBS Level
3. Click RECYCLE to re-generate table
3. Click RECYCLE to re-generate table
2. Select RED to view SV Red only
2. Select RED to view SV Red only
Changing one or more selections in the column
header dropdowns requires a manual
request to re-generate the table
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Change RYG Threshold Levels 1. Click Threshhold icon 1. Click Threshhold icon
2. Select Percentage or Dollar Units
2. Select Percentage or Dollar Units
3. Click cell to edit values
3. Click cell to edit values
4. When done, click OK
4. When done, click OK
Values“stick” for other projects viewed in this session
Values“stick” for other projects viewed in this session
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Schedule DashboardSlip View
Float View
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Timephased Dashboard
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Dashboard Reports Click
Drilldown Reports Click
Drilldown Reports
There are two sets of reports: 1. WBS reports display from any WBS view 2. OBS reports display from any OBS view
There are two sets of reports: 1. WBS reports display from any WBS view 2. OBS reports display from any OBS view
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Generate a WBS Report
SelectSelect
WBS and OBS reports must be run from the dashboard. If you attempt to run them from the ALL
Reports SSS tab, an error message
displays.
WBS and OBS reports must be run from the dashboard. If you attempt to run them from the ALL
Reports SSS tab, an error message
displays.
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Workbook Exercise 5 and 6
• View Contractor Data– Work with Dashboards
• Generate Reports
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Monthly Status Updates
PARS II Monthly Update Process
FPD, Program Office, and OECM Assessments
Adding and Editing Monthly Status
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PARS II Monthly Update Process
Contractor cycle in PARS II
Other processes in PARS II
Process external to PARS II
Reporting period ends
A
PARS II Users view and report
Updates to CDs, KPPs, BCPs, Budget/Funding as needed
OECM reviews CPP &OA data, then enters monthly
assessment update
Program reviews CPP & OA data,
then enters monthly assessment update
FPD reviews CPP &OA data, then enters monthly assessment
update
Start of new reporting period
Contractor Extracts Project Performance data
from local EVM system
Contractor does monthly update: 1. Sets status date of their data 2. Uploads new month’s data
Comments?
Yes or No
Yes, optional re-submit by contractor
A
FPD reviews contractor data
Prepare, in electronic format, any attachments to be
submitted
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PARS II Monthly Update Dates
FPD, PO & OECM Review CPP Data
PO & OECM Review FPD Assessments
OECM & FPD Review PO Assessments
FPD & PO Review OECM Assessments
Contractor Project Performance (CPP) Data is Uploaded
FPD Enters Assessment
Program Office (PO) Enters Assessment
OECM Enters Assessment
OECM Draft Report
OECM Final Report
COB Last Working Day of Month
COB 3rd Working Day of Month
COB 6th WorkingDay of Month
COB 9th WorkingDay of Month
Close Reporting
Period
(Month+1)(Month-1) (Month)
During This Period, Can Only Update/Enter/Upload This Month’s DataCannot 1) Change Prior Month’s Data, or 2) Enter Next Month’s Data
Close Reporting
Period
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FPD Monthly Status UpdateCurrent MonthlyStatus Period
Select Monthly Status
FPD is the 1st one
displayed
RYG AssessmentTop Assessment box is the one pertaining to this
screen.
For example, -FPD screen, top assessment box is that of FPD
-OECM screen, top assessment box is that of OECM
RYG AssessmentTop Assessment box is the one pertaining to this
screen.
For example, -FPD screen, top assessment box is that of FPD
-OECM screen, top assessment box is that of OECM
Actual date of update during current status period. If blank, data on this screen has not
been updated for current period.
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Program Office Monthly Update
Select Program Monthly Status
RYG AssessmentTop Assessment box is Program’s.
RYG AssessmentTop Assessment box is Program’s.
Updated By and Date are blank – Program Office assessment has not yet been entered for the current time period
OECM has not yet entered RYG assessment.OECM has not yet entered RYG assessment.
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OECM Monthly Update
Only a user with appropriate FPD, Program, or OECM update rights
can edit Monthly Status
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Enter Status Update
System Autofills
5. Click SAVE 5. Click SAVE
1. Select Monthly Status Type 1. Select Monthly Status Type
2. Click Edit 2. Click Edit
3. Enter/Update status fields. 3. Enter/Update status fields.
4. Add Attachments, if needed 4. Add Attachments, if needed
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Adding Attachments
Access Attachment Window
Enter Attachment Description
Save Attachment
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Access Attachment Window
2. Click ADD 2. Click ADD
1. Click Attachments 1. Click Attachments
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Enter Attachment Description
1. Select DOCUMENT
1. Select DOCUMENT
Note Warning message
3. Enter information in data boxes as
appropriate
3. Enter information in data boxes as
appropriate
2. Type or Select Title from dropdown list
4. Click BROWSE4. Click BROWSE
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Save Attachment
BROWSE Completed
BROWSE Completed
Click SAVE Click SAVE
After SAVEAfter SAVE
Continue to ADD attachments
ORClick CANCEL to return to previous
screen
Continue to ADD attachments
ORClick CANCEL to return to previous
screen
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Workbook Exercise 7
• Enter Monthly Status Assessment
•Add an attachment
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Wrap-up
PARS II Production URL
PARS II Welcome Page
Contacting the PARS II Helpdesk
Reporting Problems
Class Evaluation
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PARS II Production
Click Cancel on the Security Notice Screen to go to the PARS II Information Page
Click Cancel on the Security Notice Screen to go to the PARS II Information Page
2. Click Continue if logging in to PARS II
2. Click Continue if logging in to PARS II
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PARS II Informtion Page PARS II Login
Changing PasswordUser Account RequestTraining InformationFrequently Asked Questions (FAQ)Email to PARS II SupportUser Documents (esp. User Guide)Contractor Documents
PARS II LoginChanging PasswordUser Account RequestTraining InformationFrequently Asked Questions (FAQ)Email to PARS II SupportUser Documents (esp. User Guide)Contractor Documents
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Reporting Problems
Screen capture of error (if possible):[SHIFT]-[PRINT SCREEN] captures entire screen to clipboard
[ALT]-[PRINT SCREEN] captures active window to clipboard
Paste into MS Word document, or directly into email
Send to iManage.eas@hq.doe.gov, PARS II in the Subject, description of problem in the message body
Help is on the way!Problems?
PARS II Support
• Telephone - DC Metro Area: 301-903-2500 - Once connected, select option 4, and then option 5 - Nationally: 1-866-834-6246 - Once connected, select option 4, and then option 5• Email: iManage.eas@hq.doe.gov
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