IDEA & State Aid Application Training

1. IDEA & State Aid Application Training

2. Objectives • How to complete the application on the Grants & Planning System (GPS) • New feature on GPS! • Frequently Asked Questions (FAQ) • Next steps

3. FAQ Q: Will the counties be receiving RDP (Results-Driven Priorities) money this year? A: Yes! In order to calculate the county allocations, we are waiting for some final information about the state budget. Once that information is received, allocations will follow soon. However, it is expected that the allocations will be similar to last year.

4. FAQ Q: Do I have to use GPS to apply for IDEA and State Aid entitlement funds? A: Yes. In order to receive IDEA and State Aid funds, you must complete an application through the online GPS system. There is no other avenue to make application. https://wvdegps.k12.wv.us

5. GPS Website

6. Announcements & Reminders

7. Session Time-Out

8. WVDE Contact Page

9. GPS Help Form

10. GPS Navigation

11. GPS – Save and “Go To”

12. Funding Application

13. Allocations

14. Contacts • This page contains a listing of LEA contacts for each entitlement grant. A contact is required to be selected for each of the listed grants. The drop down will display the available users for your county. • Note: If a contact is not showing up, please contact WVDE utilizing the Contact WVDE page.

15. IDEA & State Aid Entitlement – Cover Page Please complete all sections of the cover page.

16. IDEA & State Aid Entitlement – Assurances

17. IDEA & State Aid Entitlement – Private School Calculation

18. IDEA & State Aid Entitlement – Data Analysis

19. IDEA & State Aid Entitlement – Goals & Objectives

20. IDEA & State Aid Entitlement – Itemization of Equipment

21. IDEA & State Aid Entitlement – Eligibility FY19 Budget Amount

22. IDEA & State Aid Entitlement – Excess Cost Assurance

23. Excess Cost Website • To obtain your information for the Excess Cost page, go to https://wveis.k12.wv.us/schoolFinance/sf000024.cfm • Select “2020” and your County Name and hit the Submit button

24. Excess Cost Website

25. IDEA & State Aid Entitlement - CEIS

26. Budget Indirect Cost Guide (not yet loaded as of 5/2/19)

27. Budget Budget sheet can be viewed in two different formats – by Function or by Object.

28. FAQ Q: Is there an easier way to enter my budget? A: Yes! There is a new feature this year that will allow you to download last year’s budget entries, edit what you need to, and then upload into this year’s application.

29. Copy FY 19 Budget • Go to the Budget Page • Select “Copy 2019 Budget Detail” • Select Copy • The FY19 budget details will be loaded into the FY20 application.

30. Download Budget Data • Click the Download Budget Data Option • Select Open from the pop up box • The Budget Download will open in Excel

31. Changing the Excel Sheet • Once the Budget has downloaded into Excel the sheet can be updated for FY 20 budget items. • There are 4 tabs on the excel sheet: • Budget Data • Available Budget Cells • Available Budget Tags • Available Organizations • Note: The only sheet that is editable will be the “Budget Data” Sheet

32. Changing the Excel Sheet (Cont.) • The columns in the excel sheet are: • Detail Key • These are the system’s identification for an existing budget detail. When you are creating a new budget line item this cell will be left blank • Action • You can Update the line item and then upload the changes • You can Delete the line item by putting in Delete in the Action field • You can Add in a new line item by putting in Create in the Action field • Function Code • Function Code Description • Object Code • Object Code Description • Budget Tags • There is another sheet in the workbook that has the tags listed so you know what those codes mean • LEA/School Code • Organization • Quantity • Cost • Total • Narrative Description

33. Changing the Excel Sheet (Cont.)

34. Changing the Excel Sheet (Cont.) • When changing the Budget Download Sheet use the other 3 tabs at the bottom for reference points. • Available Budget Cells • This sheet has every function / object code combination that is allowable • It also lists the function / object code descriptions • I would copy and paste from the Available Budget Cells sheet to the Budget Data sheet in order to keep from typing something incorrectly • Available Budget Tags • This sheet shows the LEA set Aside Tags that can be used for the budget items at the LEA level. • I would also copy and paste the upload text from this sheet onto the Budget Data sheet just to ensure the codes are correct • Available Organizations • This sheet shows the organization numbers and names of the organizations available for the LEA

35. Changing the Excel Sheet (Cont.) • Any column on this excel sheet can be updated for FY20 including the narrative descriptions • If this sheet is going to be used to budget the full amount of the FY 20 allocation a suggestion would be to complete an Auto Sum Total at the bottom of the Cost and Total columns just to be sure the allocation and total match before uploading the excel sheet. • Tip: Before the columns are totaled at the bottom of this sheet Highlight the Cost and Total columns and go to format cell and change them to numbers. Leaving them as general as affected the Auto Sum Process in a few instances. • Tip: When doing the Auto Sum Process if you make the Action of any line item Delete then you will need to manual subtract that number from the Auto Sum Total.

36. Uploading the Changed Excel Sheet • Once all changes have been made the next step is to upload the excel sheet to GPS. • Save a copy of the excel sheet to a safe place and click back into GPS • Go to the Budget Page • Select the Upload Budget Data Option

37. Uploading the Changed Excel Sheet (Cont.)

38. Uploading the Changed Excel Sheet (Cont.) • Browse to find the updated Excel Sheet and Upload it to GPS • Click Create

39. Uploading the Changed Excel Sheet (Cont.) • On the next screen you will have the options of: • Process Grant Budget Upload • Process the Excel Sheet that was uploaded • Delete Grant Budget Upload • Deletes this file from GPS • View Messages • View if there are any issues or errors with the excel sheet • Preview Changes • This does not work with the uploading of budget data • Upload Data File • Select a different file to upload • View Data File • View the current data file that is about to be uploaded

40. Uploading the Changed Excel Sheet (Cont.) • Processing the Grant Budget Upload: • Once the Process Grant Budget Upload has been selected click the confirm button. • GPS will take you back to the Budget Screen and your FY 20 budget should have all of the changes uploaded. • Note: Once the Budget is finalized for FY 20 go back to the Budget Screen and download the Grant Budget again. This excel sheet will be a great resource for the LEA Fiscal Representative for entering the budget into WVEIS. This excel sheet can be manipulated and sorted in any way that is most helpful for the LEA Fiscal Representative.

41. Plan Relationships

42. LEA Strategic Plan – Plan Relationships

43. LEA Strategic Plan – Plan Relationships

44. LEA Strategic Plan – Plan Relationships

45. LEA Strategic Plan – Plan Relationships

46. LEA Strategic Plan – Plan Relationships

47. LEA Strategic Plan – Plan Relationships

48. Submitting the Application • Once the application is complete, change the status to “Draft Completed”.

49. Submitting the Application • Once you have changed the status to “Draft Completed”, the application will go to your county treasurer. They will then need to review and change the status to “LEA Fiscal Representative Approved”.

50. Next Steps • The application is now live and can be submitted at any time. • Applications will be reviewed in the order that they are received. • Final deadline – June 30th. • Send questions through WVDE Contact site or email Shana Clay at OSE (sdclay@k12.wv.us) .