Perkins Title I-C Final Report Online System Users Guide

Transcription

1 Perkins Title I-C Final Report Online System Users Guide Version 4.0 ( ) Questions about completing the forms: Please contact your Program Monitor (See Appendix A for a List of Chancellor s Office Regional Program Monitors) For technical issues: Robin Harrington Career Technical Education Specialist rharring@cccco.edu Table of Contents INTRODUCTION...3 Process Overview...3 Passwords...4 Logon Screen...4 Warnings About Data Entry...5 Timeouts...5 Navigating Between Sections...5 Online Report Section Status Code Colors...5 Printing the Final Report...5 REPORT FORMS...5 District Contact Information...5 Section I Part C Final Report...6 Reporting Expenditures...6 Adding a Funded Program...6 Local Audit File Only Forms...7 Saving and Finalizing Section I Part C...7 Section I Part G...7 Section II Part A Final Report...7 Section III Part A Final Report...8 Section IV Part A Final Report...9 FINAL REPORT SUBMISSION & CTE-1 CERTIFICATION...10 ATTACHMENT I: LIST OF FIGURES...11 APPENDIX A: Chancellor s Office Contacts

2 ATTACHMENT I: LIST OF FIGURES...11 Figure 1. Perkins Title I-C Final Report Online Process...11 Figure 2: District Contact Page Figure 3: Section I Part C (List of TOP Codes & Titles Funded) Final Report...13 Figure 4: Section I Part G (Local Application Amendment Request) Form...14 Figure 5: Section II Part A (Program Information by TOP Code) Final Report...15 Figure 6: Section III Part A (Program Information Across Programs) CTE Transitions Final Report...16 Figure 7: Section IV Part A (Final Expenditure Report by District) - Final Report...17 Figure 8: CTE-1 (Final Claim for Funds) Form...18 District Audit File Final Report Forms (Not submitted online)...18 Figure 9: Section II Part B (Program Information by TOP Code Programs) -- Final Report...18 Figure 10: Section III Part B (Program Information Across CTE Programs) -- Final Report...20 Figure 11: Section IV Part B (Budget Summary by TOP Code) -- Final Report...21 Figure 12: Section IV Part C (Budget Summary Across CTE Programs) -- Final Report..21 Optional Forms Figure 13: Section IV Part AX (Budget Summary by College) - Final Report...22 Figure 14: Section IV Part BX (Budget Summary by TOP Code) - Final Report...22 Figure 15: Section IV Part CX (Budget Summary Across CTE Programs) - Final Report...23 Figure 16: Before CEO Certification...24 Figure 17: After CEO Certification

3 Perkins Title I-C Final Report Online Users Guide INTRODUCTION The Perkins Title I-C Online Final Report package consists of the following five required sections and one conditionally required* form: District Contact Information Section I Part C (List of TOP Codes and Titles Funded and CTE Transitions) - Final Report Section I Part G (Local Application Amendment Request) Form* Section II Part A (Program Information by TOP Code) Final Report Section III Part A (Program Information Across CTE Programs) Final Report CTE Final Report Section IV Part A (Final Expenditure Report by District) CTE-1 (Final Claim for Funds) Certification *Note: A Local Application Amendment Request is required when programs are added or removed after the Local Application has been approved by the Chancellor's Office. Process Overview The final report is designed to be completed in a specific order. Users must complete and have the Chief Business Officer (or designee) certify the Year-to-Date Progress and Expenditure Final Report before completing the online Perkins Title I-C Final Report. Figure 1 provides a visual representation of the order required for completing the online final report. Complete YTD Final Expenditure Report YTD Online System Title I-C CTE Transitions Login with district password Contact Information Section I Part C Sect. II Part A Section II Part A CTE 1-3 Sect. I Part G Sect. IV Part A Title I-C Final Report Online System CEO clicks Submit Final Report button CEO certifies CTE-1 form Figure 1 Perkins Title I-C Final Report Online Process The Contact Information form is completed first since it is used to populate other forms. The Contact Information form is prefilled using the most recent Local Application to provide recently updated contact information. Other sections of the report are prefilled using the Local 3

4 Perkins Title I-C Final Report Online Users Guide Application for the year of the Final Report. Section I Part C should be completed and locked before Section I Part G is completed. Section I Part C entries are used to generate forms for Part G and Sections II and III. After all Section I, II, and III and CTE Transition forms are completed (and the YTD final report is certified) the Section IV Part A form can be reviewed and completed. The final steps are the certification of CTE-1 (Final Claim for Funds) and the electronic submission of the district Final Report. Passwords There are three different levels of access: the General User level, the Project Director level, and the District Superintendent/President level. Passwords are assigned according to one s role and/or responsibility in the district s reporting process. All users access the reporting system via the same Logon screen General User Password: The General User password is provided to the Project Director for distribution to district recipients. This password is commonly used to enter/save/update data into the Perkins Title I-C Final Report system. This password is ed to both the Project Director and the District Superintendent/President. Project Director Password: This password is ed to the individual indicated as the Project Director in the Perkins Title I-C Year-to-Date Reporting online system District Profile. This password can be used to enter/update/save and/or complete (finalize) forms. District Superintendent/President Password: This password is ed to the District Superintendent/President indicated on the most recent Perkins Title I-C Local Application District Contact Information page. The CEO password can override all other final report entries and is the only password permitted to certify and submit the completed online final report. Logon Screen The Perkins Title I-C Final Report online system is available through the Extranet Online Web Application Site at The Logon screen can be accessed directly at This user guide for the Perkins Title I-C Final Report online system is available on the Logon screen below the Logon button and on the menu bar. Logon to the district account by following the steps below 1. Select the Plan Year. 2. Select your district. 3. Enter the appropriate password (General User, Project Director, or Superintendent/President). 4. Select the Logon button. 4

5 Perkins Title I-C Final Report Online Users Guide Warnings About Data Entry Timeouts: For security reasons the data entry system expires if there is a 30 minute lapse between data Save/Updates. This means the system logs you off automatically and all data entered after the last Save/Update is lost. If you will not be entering data for extended periods of time, to avoid loss of data, click on the Save/Update button and then log off the system. Navigating between sections: During the process of entering data online, it is critical to select Save/Update before proceeding to another section. Unless the Save/Update button is selected, the data and/ or changes entered, will not be saved. Online Report Section Status Code Colors On the Final Report Status Page, the menu bar on the left side displays the current completion status of each required section. White indicates that no data has been entered. Yellow indicates that data has been entered but this section is not complete or finalized. Green indicates that the section is completed. To undo the Green completed status code: on the specified form, uncheck the Check here to indicate you have completed entering all the information for this section and click the Save/Update button and proceed with your changes. Printing the Final Report The Final Report has a print function that appears after all forms have been completed except CTE-1 (final certification). This facilitates printing the report just before and after certification. REPORT FORMS District Contact Information The information on this form (shown in Figure 2) is prefilled from the most recent Perkins Title I-C Online Local Application that was certified and submitted by the district rather than the Local Application for the program year being reported. The information on this page may be revised or updated for the Final Report. To review, update, and complete this form: 1. Go to the menu bar on the left side of the Final Report Status Page and click the Contact Information button. 2. Enter or revise each section of the form as necessary. 3. When revisions are completed, click the check box labeled Check here to indicate you have completed this form located at the bottom of the form. 4. Click the Save/Update button even if no changes are made. This will turn the status code color for this form from yellow to green. Note: To save edits before completing the form, simply click the Save/Update button. 5

6 Perkins Title I-C Final Report Online Users Guide Section I Part C Final Report Reporting expenditures The Section I Part C (List of TOP Codes & Titles Funded) Final Report form (Figure 3) provides an overview of the programs funded during the program year. The first section is prefilled from the District/College Local Application Section I Part C form for the program year being reported. Columns 1 through 3 and column 5 are prefilled and are display only. The display only columns provide the following information from the Local Application: Column Column Name Information Displayed 1. TOP Codes...TOP Codes planned for funding 2. TOP Code Title...Official TOP Code Titles 3. Program Title...Local Program Titles 4. Amendment Status..Default: No Change 5. Application Budget Summary...Combined Direct & Admin Budgets (By Program in the Local Application) 6. Final Direct Expenditure.By TOP Code or Across CTE Programs 7. Final Admin Expenditure By TOP Code or Across CTE Programs or Admin Only 8. Combined Final Total Expenditure Combination of Final Direct and Admin or Admin Only Columns 4 (Amend Status) and 6 (Final Direct), 7 (Final Admin), and 8 (Combined Final Total) are used to update information about programs derived from the Local Application. Here you affirm the program s funded status and report direct and administrative expenditures. Column 8 (Combined Final Total Expenditure) automatically calculates the corresponding column 6 and 7 cell amounts. Indicate No Funds Were Expended: To indicate that no funds were expended, change the funded status from No Change to Deleted in column four and click on the Update button. Indicate the Final Amounts Expended: Enter the expenditures in columns 6 and 7 and click the Update button. Expenditures are not accepted for deleted programs. Important Note: When you have finished entering the expenditure amounts (or change funded status to Deleted ), you must click on the Save/Update button at the bottom of the screen or the entries will not be saved. Keep in mind the 30 minute timeframe between Save/Update sessions. Adding a funded program In the next section of the form, you may add program by TOP Code or Across CTE Program funded not listed in your original Local Application. To add a funded program, click on the Add New Program button near the bottom of the page and follow the steps below. 1. Select the type of addition (Administration Only, Across CTE Programs, or By TOP Code). For TOP Codes, select the first two and last four digits of the TOP code. Only CTE TOP codes designated with an asterisk (*) can be funded. The CCCCO Taxonomy of Programs (TOP) manual is located at: 6

7 Perkins Title I-C Final Report Online Users Guide 2. Enter the local Program Title. 3. Click on the Add button. 4. Enter the final expenditures. With the completion of the Section I Part C form (i.e., added and/or deleted programs), the menu bar in the left frame of the Section I Part C screen, will be updated, requiring the completion of a Section I Part G and Section II Part A and/or Section III Part A forms for each Added Program. Local Audit File Only Forms For all added new programs, you will need to complete the Final Report Section II Part B, Section III Part B, Section IV Part B and Section IV Part C forms for the district s audit files (see Figures 9-12). Saving and finalizing Section I Part C The Total Expenditure chart on the bottom of the page sums the totals of columns 5, 6, 7, and 8 respectively. The system will post the total sum of reported actual (direct and admin) expenditures to the Expenditure Report Comparison portion of the Section IV Part A (Final Expenditure Report by District). For multi-campus districts, the System will sum the Total Expenditures reported on each college s completed Section I Part C form. To save work during the session, click the Save/Update button once every thirty minutes and before leaving this form or the changes will not be saved. When you have finished with this form, click the box labeled Check here to indicate you have completed this form. Click the Save/Update button before leaving this form or the changes will not be saved. Section I Part G If the district/college has added or deleted a program since the Local Application for the program year was approved, an amendment to the plan is required. The online Section I Part G (Local Application Amendment Request) form (Figure 4) is prefilled with all the additions and the deletions indicated in the completed Section I Part C form. If there were no changes to Section I Part C, the Section I Part G will not appear on the menu bar. To complete the form, provide a narrative for each section describing the process and resources used to determine funding as appropriate. When you are finished with this form, click the checkbox labeled Check here to indicate you have completed this form. Click the Save/Update button before leaving this form or the changes will not be saved. Section II Part A Final Report For each TOP code listed with a status other than Deleted in the Section I Part C form, a Section II Part A form must be completed. To start, select a TOP Code from the left menu list. On the Section II Part A (Program Information by TOP Code) Final Report form (Figure 5), the first two narrative sections and 7

8 Perkins Title I-C Final Report Online Users Guide the MET/UNMET status of the nine requirements for the use of funds are prefilled from your district Local Application for the program year being reported. For the first Final Report Summary question (Was the program improvement issue(s) addressed and/or planned objectives met) you check Yes or No or Partially. If the response in Section 1 is No or Partially you must describe in Section 2 the barriers and/or lessons learned. If the response in Section 1 is Yes or Partially please describe in Section 3 the accomplishments and/or effectives practices derived from the project. For each of the nine Perkins Requirements for Uses of Funds, indicate whether the requirement(s) reported as UNMET in the Local Application is NOW MET. If any UNMET requirements are still UNMET, you must: describe specific future activit(ies) to address the remaining unmet requirement(s). The Final Expenditure by TOP Code amount is prefilled from the corresponding Section I Part C column 8 Final Total Expenditure entry. In the final section of this form you identify all the types of Perkins funded activities pertaining to this TOP Code. When finished with this form, click Check here to indicate you have completed this form. Click the Save/Update button before leaving this form or the changes will not be saved. Note: For each added New TOP Code on the Section I Part C form, the System will generate a Section II Part A form that will require a narrative summary to Question 1 (State the program improvement issue(s) and/or the planned objective(s) and describe how they were addressed). Added New TOP Code Section II forms display all nine requirements as UNMET. You should update each requirement status and check NOW MET as appropriate. If any UNMET requirements are still UNMET, you must: describe specific future activit(ies) to address the remaining unmet requirement(s). Section III Part A & CTE Transitions Final Report For each Across CTE Programs listed with a status other than Deleted in the Section I Part C, a Section III Part A form is required. The Section III Part A (Program Information Across CTE Programs) and CTE Transitions (CTE 1-3)( Final Report form (Figure 6) is similar to the Section II Part A with the first two narrative sections prefilled from the Local Application. For the first Final Report Summary question (Was the program improvement issue(s) addressed and/or planned objectives met) you check Yes or No or Partially. If the response in Section 1 is No or Partially you must describe in Section 2 the barriers and/or lessons learned. If the response in Section 1 is Yes or Partially please describe in Section 3 the accomplishments and/or effectives practices derived from the project. 8

9 Perkins Title I-C Final Report Online Users Guide For each added New Across CTE Programs on the Section I Part C form, the System will generate a Section III Part A form that will require a narrative summary to Question 1 (State the program improvement issue(s) and/or the planned objective(s) and describe how they were addressed). The Final Expenditure by Across CTE Programs amount is prefilled from the corresponding Section I Part C column 8 Final Total Expenditure entry. In the final section of this form you identify all the types of Across CTE Programs Perkins funded activities. When you are finished with this form, click Check here to indicate you have completed this form. Click the Save/Update button before leaving this form or the changes will not be saved. Note that for Administration entries in the left menu bar, no Part A narrative report form is provided or required. Section IV Part A Final Report The first table shown in the Section IV Part A (Final Expenditure Report by District) - Final Report (Figure 7) comes from the Perkins Title IC Year-to-Date (YTD) Reporting System at: In addition Perkins CTE Transitions Year-to- Date (YTD) at must also be completed. If the YTD final reports have not been completed and certified by the CBO, the Section IV Part A form cannot be completed. The second table on this form is the Expenditure Report Comparison that displays the district total direct and administrative expenditures and CTE Transitions reported on Section I Part C form(s) along with the direct and administrative expenditures reported in the Perkins Title I-C and CTE Transitions Final Report in YTD Reporting Online System. The System will accept a discrepancy between the Final Year-to-Date Report and Section I Part C totals if the discrepancy is within the maximum amount determined by the System's rounding error formula. Your district will be paid based on the Year-to-Date system. If the total expenditure amounts do not match on the Section IV Part A, the System checks to see if the discrepancy is within the possible rounding error maximum. If the discrepancy is minor, the likely cause is a rounding error, since only dollar amounts are allowed in all of the forms. Although rounding errors often cancel each other, it is possible that rounding to the nearest dollar will result in a difference as large as the number of entries in all of the Section I Part C forms divided by two plus the number of entries in the year-to-date report. If the discrepancy is acceptable, you will receive the message By completing this form, you are certifying the discrepancy is due to rounding error. If the discrepancy is significant (larger than the maximum possible), you will receive the message You will not be able to complete this form, the discrepancy between totals exceeds the system rounding error formula maximum. You must review and revise the Section I Part C form(s) to adjust the Total Expenditures reported. Once you have completed your review and made any necessary adjustments, click the check box labeled Check here to indicate you have completed this form and click the Save/Update button. This will turn the status code color for this form from yellow to green. 9

10 Perkins Title I-C Final Report Online Users Guide FINAL REPORT SUBMISSION AND CTE-1 CERTIFICATION When the prerequisite tasks are completed and all sections on the menu bar status codes are green, except the CTE-1 (Final Claim for Funds) (Figure 8) form, the district CEO is required to submit the district Final Report and certify the CTE-1 form. Note: The data in CTE-1 form is prefilled from the CBO certified Final Report on the Perkins Title I-C YTD and CTE Transitions reporting systems. Therefore the YTD Final Report must be certified by the CBO in the YTD system before the CEO submits the online Final Report. With the prerequisite tasks completed, the final steps are: 1. The local Project Director notifies the District Superintendent/President (or designee) that the Final Report is ready for submission and certification. 2. The CEO uses the CEO password to logon to the system, and then clicks the Submit Final Report button at the bottom of the instruction page. 3. The system will automatically display the CTE-1 form with the certify checkbox unchecked. 4. The CEO checks the box next to the statement I hereby certify upon my own personal knowledge that all expenditures on this claim comply with the Perkins Title IC; Titles VI and VII, Civil Rights Act of 1964; Title IX, Education Amendments of 1972; Section 504 of the Rehabilitation Act of 1973; Title 5 California Code of Regulations and the California State Plan for Career Technical Education. 5. The CEO clicks the certify button at the bottom of the screen to change the status code of the CTE-1 form to green and transmit the certified Final Report to the system. Note: Only the CEO password provides access to the certify button bottom of the CTE-1 page. at the 6. After the final report is transmitted and received by the system, the following message will appear on the opening screen: With this notice, we acknowledge receipt of your district s Final Report to be reviewed by your CTE Regional Program Monitor. The Program Monitor may request clarification or additional information. Once the Program Monitor has concluded his/her review and approves the Final Report, the date approved will appear in the Program Monitor Approved field. This indicates your Final Report has been approved and you may make a hard copy of this document to include in your district audit files by clicking the button below. After the posting of Monitor Approval, all remaining unreimbursed final expenditures due to the district will be entered in the Recalculation Payment process. Please be aware that the due date for the CEO to certify and submit the district Final Report online is August 31. Failure to meet this deadline may result in the forfeiture of up to 10% of the district Perkins Title I-C allocation. Note: The final report cannot be edited once it is certified and submitted electronically. If changes or updates are required after certification or further assistance is needed, contact your CTE Unit Program Monitor. For your Program Monitor contact information see Appendix A. 10

11 ATTACHMENT I: LIST OF FIGURES Figure 1 Perkins Title I-C Final Report Online Process A quick overview of the process is shown in Figure 1. It lays out the order that should be followed to complete the report most efficiently. 11

12 Figure 2: District Contact Page (Back to text) 12

13 Figure 3: Section I Part C (List of TOP Codes & Titles Funded) Final Report (Back to text) To Add a New Program 13

14 Figure 4: Section I Part G (Local Application Amendment Request) Form [To Delete or Add a Program] 14

15 Figure 5: Section II Part A (Program Information by TOP Code) Final Report (Back to text) 15

16 Figure 6: Section III Part A (Program Information Across Programs) Final Report (Back to text) 16

17 Title I-C Year-to-Date Report of Expenditures Final Report Figure 7: Section IV Part A (Final Expenditure Report by District) - Final Report (Back to text) 17

18 Figure 8: CTE-1 (Final Claim for Funds) Form (Back to text) District Audit File Final Report Forms (Not submitted online) (Back to text) Figure 9: Section II Part B (Program Information by TOP Code Programs) -- Final Report You will update the completed forms in your Local Application, by reviewing Column B, C, and D and enter the numeral in Column E (Status of Activity) that reflects the outcome of each planned activity. If you have added and/or deleted a TOP Code on the Section I Part C form, you must complete this Final Report form for the district audit file. The forms are available at: 18

19 19

20 Figure 10: Section III Part B (Program Information Across CTE Programs) -- Final Report You will update the completed forms in your Local Application, by reviewing Column B, C, and D and enter the numeral in Column E (Status of Activity) that reflects the outcome of each planned activity. If you have added and/or deleted an Across CTE Program on the Section I Part C form, you must complete this Final Report form for the district audit file. The forms are available at: 20

21 Figure 11: Section IV Part B (Budget Summary by TOP Code) -- Final Report The final expenditures on this form should match the amounts listed in Section I Part C column 5 for each corresponding TOP Code. The forms for Parts B-D are available at: Figure 12: Section IV Part C (Budget Summary Across CTE Programs) -- Final Report The final expenditures on this form should match the amounts listed in Section I Part C column 5 for each corresponding Across CTE Program/Project. The forms for Parts B-D are available at: 21

22 Optional Forms The last three forms are not required. These optional budget summary worksheets are designed to aid districts with limited accounting capabilities. They can be used to determine the district final report of expenditures per the five Perkins expenditure A-E categories on the Perkins Title I-C YTD reporting online system. The templates for Section IV Parts AX-CX forms are available at: Figure 13: Section IV Part AX (Budget Summary by College) - Final Report 22

23 Figure 14: Section IV Part BX (Budget Summary by TOP Code) - Final Report Figure 15: Section IV Part CX (Budget Summary Across CTE Programs) - Final Report 23

24 Figure 16: Before CEO Certification Figure 17: After CEO Certification 24

25 CHANCELLOR S OFFICE CONTACTS APPENDIX A If you have any questions or need information regarding these guidelines, please contact your Regional Program Monitor in the California Community Colleges Chancellor s Office. Dean, Workforce Policy and Practice Alignment Walter Di Mantova PHONE: (916) wdimantova@cccco.edu Region Regional Monitors North and Far North Nick Esquivel (916) nesquivel@cccco.edu Bay/Interior Bay Central South Central Los Angeles Orange Desert San Diego/Imperial Maureen White mwhite@cccco.edu Joanne Vorhies Jvorhies@cccco.edu Jean Claude Mbomeda jmbomeda@cccco.edu Katie Faires rkfaires@cccco.edu Carol Jong cjong@cccco.edu Robin Harrington rharring@cccco.edu Katie Gilks kgilks@cccco.edu Laura Casillas lcasilla@cccco.edu (916) (916) (916) (916) (916) (916) (916) (916)