Suggestions and Tips for Managing and Uploading Files for the AEP Application
Many agencies have found that creating an AEP folder with additional folders for each question works
well for managing documents for the award. During the year it is easy to insert the documents into
each folder as they become available.
See example below:
Many agencies are working from different versions of Word and Excel and the applications received
were submitted in a variety of ways. During the evaluation process this last year, it became evident
that if there was more consistency in the format of the documents submitted, the committee would be
able to evaluate the submittals in a more efficient manner.
Please utilize the guidelines below as you prepare your online submission:
each document that will be uploaded to the application must have a different name, for
example if under each folder the document is named “file”, then the documents will not load to
the NPI website correctly. It may also be useful to name them differently so that the correct file
is uploaded to each Criterion.
Please consider combining all the supporting documentation into one document either via PDF or
into a word or excel document. PDF is the preferred format.
(If you have professional Adobe Acrobat Software installed, a PDF can be created from any document.
Copiers with scanning capabilities can create documents into PDF format and there are several free
versions available for downloading.)
It is important that the documents submitted are clear and legible. (Copies of copies and dark
originals can become very difficult to read). BE SURE SCREEN SHOTS ARE READABLE.
on’t submit mo
re documents than are requested for each criterion. Minimize file size where
possible. (See instructions to minimize file size in Adobe Acrobat on the next page)
See the best practice examples posted on the NPI website. www.NPIconnection.com
Do not use zip files unless the file size exceeds 11 MB. See instructions below on reducing file size
or creating zip files if your file size exceeds 11 MB>.