The crucial element “disbursed” within the key phrase represents a verb, specifically the past participle form indicating the action of distributing funds. Understanding the timing of this action is paramount for applicants seeking financial support through cartographic initiatives in Illinois. The term signifies the point at which approved grant recipients gain access to awarded funds.
The efficient allocation of these resources is essential for the successful execution of mapping projects across the state. Access to timely funding allows for the prompt initiation of research, data acquisition, and the development of cartographic products. Delays in this process can potentially impede progress, impacting project timelines and overall objectives. Furthermore, a predictable disbursement schedule aids recipients in planning and managing their budgets effectively.
The exact timing of these allocations varies depending on the specifics of the grant program, the administering agency, and the state’s budgetary cycles. Therefore, prospective applicants should consult official program guidelines and contact the relevant Illinois government departments for the most current and precise information regarding disbursement schedules.
1. Application Submission Deadline
The application submission deadline represents a critical juncture in the grant cycle, directly influencing the prospective timeline for when Illinois map grants are disbursed. It acts as the starting point for the entire review and allocation process, setting the stage for subsequent stages of fund distribution.
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Initiation of the Grant Cycle
The deadlines primary role is to consolidate all applications for a particular funding period, marking the initiation of the grant cycle. Once the deadline passes, no further applications are accepted for that specific cycle. This allows the administering agency to begin the review process and accurately assess the total funding requests. Failure to meet the deadline results in the application’s exclusion from consideration, effectively delaying any potential disbursement until a subsequent funding round, if available.
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Impact on Review and Selection Timelines
A defined deadline allows the grant-awarding agency to plan and execute the review process efficiently. Knowing the volume of applications enables them to allocate resources and schedule review committees accordingly. A later deadline may extend the overall review and selection timeline, subsequently postponing the disbursement date. Conversely, a well-structured and adhered-to deadline contributes to a more predictable and efficient disbursement schedule.
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Influence on State Budgetary Considerations
The application deadline can align with, or be strategically set in relation to, the state’s budgetary cycles. Illinois, like other states, operates on a fiscal year. The deadline may be established to allow sufficient time for the review process and subsequent grant awards to be incorporated into the state’s budget allocations. If the deadline falls too close to the end of a fiscal year, it could delay disbursements until the following year’s budget is approved and funds become available.
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Contract Negotiation and Execution
Following the selection of successful applicants, a period of contract negotiation and execution ensues. The time required for this process can also influence the disbursement timeline. A clear and unambiguous application, submitted by the deadline, minimizes potential delays in contract finalization. If there are ambiguities or issues requiring clarification, it will extend the time needed to finalize the contract and ultimately affect when funds are disbursed.
In summary, the application submission deadline is a pivotal factor in determining when Illinois map grants are disbursed. Its impact reverberates through the entire grant cycle, from the initial review to the final contract execution. Adhering to the stipulated deadline is therefore paramount for any applicant seeking timely access to grant funding for their cartographic projects.
2. Review Process Duration
The duration of the review process constitutes a significant determinant in establishing the timeframe for Illinois map grant disbursements. This phase, occurring after the application deadline, involves a thorough evaluation of submitted proposals, impacting the ultimate availability of funds to successful applicants.
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Complexity of the Evaluation Criteria
The intricacy of the criteria used to assess applications directly correlates with the review period’s length. When evaluations involve multifaceted considerations, such as technical feasibility, alignment with state priorities, community impact, and budgetary soundness, the process inherently becomes more time-consuming. Each aspect requires careful scrutiny by subject matter experts, potentially leading to extended deliberations and contributing to delays in the overall disbursement schedule.
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Volume of Applications Received
The sheer number of applications submitted for consideration profoundly influences the time required for review. A higher volume translates to a greater workload for the reviewing committee, necessitating more time for individual assessment and comparative analysis. This factor is particularly relevant for highly competitive grant programs, where a substantial influx of applications can significantly prolong the review duration, thereby pushing back the anticipated disbursement date.
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Availability and Expertise of Reviewers
The accessibility and expertise of the individuals tasked with evaluating grant proposals also play a crucial role. If qualified reviewers are scarce or face scheduling constraints, the review process can be substantially delayed. The absence of sufficient subject matter expertise necessitates additional time for external consultations or supplementary assessments, further contributing to the extension of the review timeline.
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Efficiency of the Review Mechanism
The administrative efficiency of the review mechanism itself impacts the duration. Streamlined processes, such as the use of online platforms for application submission and review, can expedite the evaluation. Conversely, cumbersome manual processes, communication bottlenecks, or bureaucratic inefficiencies can impede progress and prolong the review period, subsequently delaying the disbursement of approved grant funds.
These interrelated facets of the review process highlight its critical influence on the timing of Illinois map grant disbursements. The complexity of evaluation criteria, the volume of applications, the availability of qualified reviewers, and the efficiency of the review mechanism collectively determine the timeframe between application submission and the eventual release of funds to successful applicants. A transparent and efficient review process is thus essential for ensuring timely access to these valuable resources.
3. Grant Approval Notification
The grant approval notification serves as the definitive signal concerning the upcoming disbursement of Illinois map grant funds. It marks the transition from the review and selection phases to the pre-disbursement actions, effectively setting in motion the final steps leading to the release of funds.
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Official Communication of Award Status
The notification formally communicates the outcome of the application review process to the applicant. It outlines the approved funding amount, any specific conditions attached to the grant, and the necessary steps to proceed toward receiving the awarded funds. This notification eliminates uncertainty and provides a clear understanding of the applicant’s financial standing, allowing for informed project planning and resource allocation. The precise language in the notification often dictates the subsequent actions and timelines.
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Trigger for Contractual Agreements
The grant approval notification typically triggers the process of formalizing a contractual agreement between the grantee and the granting agency. This agreement delineates the responsibilities, obligations, and reporting requirements of both parties. The speed with which the contract is finalized significantly influences the disbursement timeline. Delays in contract negotiation or execution will directly impact the date on which funds become available.
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Establishment of Disbursement Schedule
The notification may contain information pertaining to the disbursement schedule. In some cases, a lump sum is provided at the outset, while in others, funds are disbursed in installments tied to project milestones or reporting periods. Understanding the disbursement schedule is crucial for managing project finances effectively. If the schedule is not explicitly stated, the notification should include contact information for inquiries related to disbursement specifics.
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Initiation of Compliance Requirements
The grant approval notification often details the compliance requirements associated with the funding, such as reporting frequency, data submission standards, and adherence to specific regulations. These requirements are integral to maintaining eligibility for continued funding, particularly in cases involving installment-based disbursements. Failure to comply with the outlined requirements may result in delays or even the revocation of the grant. Therefore, understanding and adhering to these stipulations is paramount.
In essence, the grant approval notification functions as a critical link in the chain leading to the disbursement of Illinois map grant funds. It provides essential information, triggers necessary actions, and sets the stage for the successful execution of cartographic projects. The timing of this notification, coupled with the clarity of its content, directly impacts the efficiency and effectiveness of resource allocation.
4. State Fiscal Year Schedule
The State Fiscal Year Schedule exerts a fundamental influence on the disbursement timeline of Illinois map grants. As the state’s operational budget framework, it dictates the availability of funds allocated to various programs, including cartographic initiatives. Its cycle directly impacts the timing of grant approvals, contract execution, and the ultimate release of funding to successful applicants.
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Budget Allocation and Availability
The state’s fiscal year, running from July 1st to June 30th, determines when specific budget allocations become available for grant programs. Funds for Illinois map grants are typically included in the budget approved for each fiscal year. Therefore, the timing of the state budget approval process directly impacts the availability of funds for disbursement. Delays in budget approval can lead to corresponding delays in the release of grant money, irrespective of the application review timeline.
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Grant Cycle Alignment with Fiscal Year
Grant programs are often structured to align with the state’s fiscal year. Application deadlines, review processes, and award notifications are often scheduled to ensure that funds are disbursed within the fiscal year for which they were allocated. This alignment helps to prevent budget shortfalls and ensures that projects are initiated and completed within a reasonable timeframe. Therefore, the structure of the grant cycle is intentionally designed to coincide with state budgetary realities.
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Carryover Provisions and Reappropriation
In some instances, grant funds allocated in one fiscal year may not be fully disbursed by the end of that year. Provisions for carrying over these funds to the next fiscal year, or reappropriating them for similar purposes, can influence the availability of funding for new grants. The specific rules regarding carryover and reappropriation vary depending on the program and state regulations, adding complexity to the disbursement landscape.
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Potential for Budgetary Constraints
State budgets are subject to economic fluctuations and shifting priorities. Unforeseen economic downturns or changes in legislative priorities can lead to budgetary constraints that impact the availability of funds for grant programs. In such situations, planned grant disbursements may be reduced, delayed, or even canceled. Therefore, the stability and health of the state’s fiscal condition directly influences the predictability of grant disbursement schedules.
In conclusion, the State Fiscal Year Schedule is not merely an administrative calendar; it is a fundamental determinant of when Illinois map grants are disbursed. Its influence permeates the entire grant process, from initial budget allocations to the final release of funds. Understanding this connection is crucial for applicants seeking financial support for their cartographic endeavors.
5. Contractual Agreement Completion
Contractual agreement completion is a pivotal prerequisite that directly determines the precise timing of Illinois map grant disbursements. It signifies the culmination of negotiations and formalizes the obligations of both the granting agency and the grant recipient, establishing the legal framework for the transfer of funds.
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Formalization of Grant Terms
The completed contractual agreement encapsulates the detailed terms and conditions governing the use of grant funds. It outlines specific project deliverables, reporting requirements, and performance metrics. Any ambiguity or unresolved issues within the agreement will invariably delay disbursement until rectified, ensuring both parties are in complete accord before funds are transferred.
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Legal Authorization for Fund Release
The fully executed contract serves as the legal authorization for the state to release allocated funds to the recipient. Without a valid and completed agreement, the disbursement process cannot proceed, as the state lacks the necessary legal basis to transfer public funds. This contractual document safeguards both the state’s interests and the recipient’s rights, ensuring accountability and responsible use of grant monies.
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Establishment of Payment Schedules and Mechanisms
The agreement specifies the payment schedule, delineating whether funds will be disbursed in a lump sum, in installments tied to project milestones, or based on other agreed-upon criteria. Furthermore, it establishes the mechanism for fund transfer, including banking details and any necessary documentation. A clear and unambiguous payment schedule outlined in the completed contract is critical for recipients to effectively manage their project budgets and timelines.
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Compliance with State Regulations and Policies
The contractual agreement ensures compliance with all applicable state regulations and policies related to grant administration and fund management. It may incorporate provisions regarding audit requirements, conflict of interest disclosures, and adherence to ethical guidelines. Completion of the agreement signifies the recipient’s understanding and acceptance of these obligations, solidifying the legal framework for the responsible use of grant funds.
Therefore, successful and timely completion of the contractual agreement represents a crucial gateway to accessing Illinois map grant funds. Its absence serves as an immediate impediment, highlighting the importance of diligent attention to detail and efficient communication during the negotiation and finalization phases. A streamlined contractual process directly contributes to predictable and timely disbursements.
6. Initial Funding Release
The initial funding release represents the tangible commencement of an Illinois map grant, directly addressing the query of disbursement timing. It marks the point when approved funds become accessible to the recipient, allowing the initiation of project activities. The timing of this release is contingent upon several preceding factors, including application approval, contractual agreement execution, and adherence to state fiscal year schedules. Delays in any of these preliminary steps directly postpone the initial funding release, affecting the entire project timeline. For example, a delay in contract finalization due to unresolved terms will invariably push back the initial release date.
The significance of a timely initial funding release cannot be overstated. It enables grant recipients to secure necessary resources, procure equipment, and initiate research activities without undue delay. This is particularly critical for projects with time-sensitive data collection needs or those reliant on seasonal conditions. For instance, a cartographic study focused on mapping wetland areas may require specific data to be gathered during periods of high water. A delayed initial funding release could jeopardize the project’s ability to collect this data, potentially compromising its overall objectives. Efficient administration and clear communication from the granting agency are thus paramount to ensuring timely access to funds.
In summary, the initial funding release is a critical milestone intrinsically tied to the question of “when are Illinois map grants disbursed.” Its timing is a direct consequence of various administrative processes, and its prompt execution is crucial for the successful implementation of cartographic projects. Understanding the factors influencing the initial funding release allows grant recipients to plan effectively and manage project expectations, while also highlighting the importance of streamlined administrative procedures within the granting agency.
7. Progress Reporting Requirements
Progress reporting requirements serve as a crucial mechanism directly influencing the schedule of Illinois map grant disbursements, particularly for grants awarded in installments. These requirements, typically stipulated within the contractual agreement, mandate regular submissions detailing project activities, expenditures, and progress toward pre-defined objectives. Compliance with these reporting requirements directly impacts the timely release of subsequent funding tranches. Failure to submit reports according to the prescribed schedule, or submission of inadequate or inaccurate reports, will invariably delay the disbursement of future funding. This system provides a mechanism for the granting agency to ensure accountability and responsible stewardship of public funds. A real-life example would be a project mapping historical building locations. If the initial report fails to demonstrate progress on the survey of the area or proper documentation of expenses, the release of funds for the analysis and digitalization phase may be put on hold until the issues are adequately addressed.
The precise impact of progress reports on the disbursement schedule depends on the specific terms outlined in the grant agreement. Some agreements stipulate that subsequent funding installments are contingent upon the satisfactory review of each progress report, triggering a formal review process. Other agreements may establish predetermined disbursement dates, but retain the right to withhold future payments in the event of non-compliance with reporting requirements. In either scenario, accurate and timely submission of progress reports is paramount to maintaining a consistent funding stream. Furthermore, the nature of the reporting requirements can vary, ranging from simple activity summaries to detailed financial reconciliations, requiring meticulous record-keeping and adherence to prescribed formats. A clear understanding of these requirements, as detailed in the grant agreement, is essential for managing project finances and maintaining adherence to the agreed-upon schedule.
In summary, progress reporting requirements are inextricably linked to the timing of Illinois map grant disbursements, especially for multi-phase funding. They function as a control mechanism ensuring responsible project execution and adherence to grant terms. Challenges often arise from ambiguous reporting guidelines or a lack of communication between the grant recipient and the granting agency. Ultimately, proactive communication, meticulous record-keeping, and timely report submissions are crucial for mitigating potential delays and maintaining a predictable funding schedule. Understanding the importance of progress reporting requirements is thus essential for maximizing the benefits of Illinois map grants and ensuring the successful completion of cartographic endeavors.
8. Subsequent Installment Schedule
The subsequent installment schedule dictates a significant portion of when Illinois map grants are disbursed, particularly those structured with phased funding. It represents the pre-determined timeline according to which allocated funds, beyond the initial release, will be distributed to the grant recipient. This schedule is typically outlined within the contractual agreement, binding both the grantor and the grantee to specific milestones and reporting deadlines. The schedule directly affects project cash flow, impacting the recipient’s ability to procure necessary resources and sustain project activities over its lifespan. For instance, if a project necessitates a significant purchase of specialized software midway through its duration, the installment schedule must align with this expenditure to avoid delays or project stagnation. The adherence to this schedule is thus crucial for maintaining momentum and achieving project objectives within the stipulated timeframe.
The precise formulation of the subsequent installment schedule often reflects the nature of the cartographic project itself. Projects involving data acquisition phases may have installments linked to completion of specific data gathering milestones and verification of accuracy. Projects focused on map creation and dissemination could link installments to the production and distribution of specific map products, as well as progress on digital platforms. Furthermore, the reporting requirements are directly linked to the disbursement of the subsequent installments. This implies that satisfactory completion of reporting obligations, which typically encompasses demonstrating progress toward specified deliverables and providing a transparent accounting of expenditures, becomes a prerequisite for releasing the next installment of funds. Failure to meet these requirements can lead to disbursement delays, potentially impacting the entire project trajectory.
Understanding the complexities of the subsequent installment schedule, particularly its linkages to project milestones, reporting requirements, and overall timelines, is of paramount importance to grant recipients. Adherence to the schedule is not merely a matter of administrative compliance, but rather a critical factor for guaranteeing the efficient and effective utilization of grant resources. Proactive management of the schedule, consistent communication with the granting agency, and meticulous tracking of project milestones can mitigate potential delays and ensure the timely disbursement of subsequent installments, ultimately contributing to the successful completion of the Illinois map grant initiative.
9. Final Project Completion
Final project completion serves as the ultimate determinant in the disbursement cycle of Illinois map grants. While initial and subsequent funding installments are often tied to project milestones, a portion of the grant may be withheld pending verification of successful project completion. This final stage ensures accountability and proper utilization of grant funds.
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Verification of Deliverables
Final project completion triggers a rigorous verification process, wherein the granting agency assesses whether all stipulated deliverables have been met according to the terms of the contractual agreement. This may involve evaluating submitted maps, data sets, reports, and other project outputs. The timing of the final disbursement is contingent upon successful verification of these deliverables; discrepancies or deficiencies can delay or jeopardize the release of remaining funds. For example, if a project aimed to create a series of updated county road maps, the agency would verify the accuracy, completeness, and adherence to specified cartographic standards of the final map products before authorizing the final payment.
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Financial Reconciliation
A key component of final project completion is the financial reconciliation process. Grant recipients are required to provide a detailed accounting of all expenditures, demonstrating that funds were used in accordance with the approved budget and applicable regulations. The final disbursement is contingent upon satisfactory reconciliation, ensuring that all funds were appropriately utilized and accounted for. Any discrepancies or unsubstantiated expenses can delay or prevent the final disbursement. This reconciliation ensures fiscal accountability and adherence to grant guidelines.
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Project Impact Assessment
In some instances, the granting agency may conduct a project impact assessment as part of the final completion process. This assessment evaluates the project’s effectiveness in achieving its intended goals and its broader impact on the community or the state. While the direct disbursement of funds may not hinge solely on this assessment, a positive evaluation can contribute to the recipient’s eligibility for future grant opportunities. Understanding and effectively documenting the project’s impact becomes increasingly important for the recipient to highlight their achievements.
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Final Report Submission
The culmination of the project requires the submission of a comprehensive final report, summarizing project activities, findings, and outcomes. This report serves as a crucial record of the project’s achievements and its contribution to the field of cartography or related disciplines. The final disbursement of funds is often contingent upon the timely submission and approval of the final report. It serves as the definitive record, allowing the funding agency to assess the investment and make information available to the public.
These facets of final project completion collectively underscore its importance in determining the timing of the ultimate Illinois map grant disbursement. The successful verification of deliverables, the accurate financial reconciliation, the positive assessment of project impact, and the timely submission of the final report are all essential prerequisites for receiving the remaining grant funds, ensuring accountability and maximizing the impact of the state’s investment in cartographic initiatives.
Frequently Asked Questions
The following addresses common inquiries regarding the schedule for the distribution of funds associated with Illinois map grants. Understanding these details is crucial for effective project planning and financial management.
Question 1: What factors determine the date when awarded map grant funds are released?
Disbursement timing is influenced by several elements. Application submission deadlines, the duration of the review process, notification of grant approval, the state’s fiscal year schedule, and completion of the contractual agreement all play a role.
Question 2: How does the Illinois state fiscal year affect disbursement of mapping grant funds?
The fiscal year, operating from July 1st to June 30th, dictates when budgeted funds are available. Grant cycles often align with this schedule, influencing the timing of application deadlines, review processes, and fund releases.
Question 3: What role does the contractual agreement play in the Illinois map grant disbursement schedule?
The fully executed contractual agreement serves as the legal authorization for fund release. Disbursement cannot proceed without a valid and completed agreement, as it formalizes the terms and conditions governing fund use.
Question 4: When does the initial funding release happen?
The initial funding release commences once the application is approved, the contractual agreement is executed, and the state’s fiscal procedures are followed. It marks the point when grant money becomes accessible to the recipient.
Question 5: How do progress reporting requirements affect the timing of grant disbursement?
For grants awarded in installments, the timely and satisfactory submission of progress reports is essential. Delays or deficiencies in reporting can postpone the disbursement of future funding tranches.
Question 6: Is any of the approved money withheld until final project completion?
A portion of the total grant may be withheld pending verification of successful project completion and submission of a final report. This ensures deliverables are met according to the agreed terms.
Comprehending the outlined factors is crucial for grant applicants and recipients, promoting efficient management of cartographic projects funded through Illinois map grants. Timely disbursement necessitates adherence to all outlined requirements and schedules.
For personalized support, consult official grant guidelines or contact the appropriate administering agency.
Navigating Illinois Map Grant Disbursement Timing
Successful management of Illinois map grants necessitates a keen awareness of the disbursement schedule. Following are actionable tips to ensure timely access to allocated funds.
Tip 1: Prioritize Application Deadlines: Strict adherence to published application deadlines is paramount. Late submissions will not be considered, delaying potential funding by at least one grant cycle, if another cycle is available.
Tip 2: Understand the Review Process: Familiarize yourself with the selection criteria to present a comprehensive and compelling application. This reduces the risk of queries from the review committee, expediting the process.
Tip 3: Monitor State Fiscal Year: Awareness of the State’s fiscal year (July 1st to June 30th) is crucial. Understand how it impacts the availability of allocated funds and incorporate this information into project planning.
Tip 4: Expedite Contractual Agreements: Promptly respond to all inquiries and required documentation during the contractual agreement phase. Delays in this stage directly affect the disbursement timeline.
Tip 5: Maintain Thorough Documentation: Meticulous record-keeping of all project expenditures is essential for progress reports and final financial reconciliation. Adequate documentation accelerates the approval process.
Tip 6: Submit Timely Progress Reports: Adhere strictly to the reporting schedule outlined in the contractual agreement. Consistent and accurate reports demonstrate project progress and are a prerequisite for continued funding.
Tip 7: Proactive Communication: Maintain open and consistent communication with the granting agency. Promptly address any questions or concerns to minimize potential delays in the disbursement schedule.
Adhering to these tips optimizes the likelihood of timely fund disbursement. Proactive management and careful attention to detail minimize delays, promoting effective project implementation.
By understanding these key aspects, applicants can navigate the Illinois map grant disbursement process with enhanced clarity and confidence, ensuring project success.
Determining the Disbursement Schedule of Illinois Map Grants
This article has explored the various factors that influence when Illinois map grants are disbursed. It has highlighted the importance of understanding application deadlines, review process duration, state fiscal year schedules, contractual agreement completion, and progress reporting requirements. Each of these elements significantly impacts the timeline for receiving approved funds.
Precise understanding of “when are illinois map grants disbursed” ensures effective project management, facilitates compliance, and maximizes the impact of cartographic initiatives within the state. Stakeholders should consult official program guidelines and maintain open communication with administering agencies to navigate the disbursement process successfully.
