AB 86 On-Line System Webinar

1. AB 86 On-Line System Webinar Web-Based Year-to-Date Expenditure and Progress Reporting Tutorial Neil Kelly - 5/28/2014

2. Agenda • AB 86 Overview • System Access • AB 86 Expenditure Components • System Design • District Profile / Password • System Overview • View Data • Enter Data • Progress Report • Certification Screen • Budget Change Request • Questions & Comments

3. AB 86 Overview The California Community College Chancellor’s Office (CCCCO) and the California Department of Education (CDE) are tasked with implementing AB 86 Section 76, Article 3 provide planning and implementation grants to regional consortia of community College Districts and School Districts for the purpose of developing regional plans to better serve the educational needs of adults. The purpose of AB 86 is to provide grant funds to regional consortium to create and implement a plan to better provide adults in its region with all of the following: • Elementary and secondary basic skills, including classes required for a high school diploma or high school equivalency certificate • Classes and courses for immigrants eligible for education services in citizenship and English as a second language and workforce preparation classes in basic skills. • Education programs for adults with disabilities • Short-term career technical education programs with high employment potential • Programs for apprentices

4. System Access https://misweb.cccco.edu/SB70/prod/logon.cfm For your passwords – attendees need to e-mail nkelly@cccco.edu

5. AB 86 Expenditure Components Five Fiscal Reporting Periods • Advance payment – 50% received up front • 1stQuarter – July 31, 2014 – up to 10% of the grant • 2nd Quarter – October 31, 2014 – up to 10% of the grant • 3rd Quarter – January 31, 2015  - up to 10%  of the grant • 4th Quarter – April 30, 2015 – up to 10% of the grant • 5th Quarter - July 31, 2015 – up to 10% of the grant • Final Report – August 31, 2015

6. AB 86 Expenditure Components • Need to enter in your program budget into the on line system. • Process for entering in changes based on State direction. • You may begin as soon as you receive your password. • Expenditure data may be enter as soon as possible – but must wait for Project Monitor certification. • Payment – you are limited by the 10% grant limits.

7. System Design • E-Mail Notification Systems • Rules Based System • Passwords determine authority • Data entry • Certification • Legal Articles / Certification of Eligibility • Article I • Budget rules • Reporting timelines

8. Home Pagehttps://misweb.cccco.edu/SB70/prod/logon.cfm

9. AB86 Grant Page

10. Selection Screen • View Data – provides view only screen. • Enter/Edit Data – allows data entry, edit, & certification. • Budget Change – required when you change the outcomes of the grant or line item changes. • District profile – contact info, e-mails, also linked to the certification screen. • Logoff – end of session.

11. District Profile / Password

12. Passwords • Passwords determine the capabilities of the account. • Data entry password - allow you to enter and save data. • Certification password – allows complete access to the account including data entry, updates, save, and certification. • Must save/update within 30 minutes of accessing or data will be lost.

13. System Overview / Viewing the Data

14. Entering Data

15. Data Entry Mode • Select Program Year & Quarter on Selection Screen • Select “enter/edit data button” • Move cell to cell to enter/edit data

16. Expenditures & Progress Report

17. Reporting • Make sure you are in the right column – budget, expenditures, balance. • Report amounts by summary object code as defined in system. • Progress Report includes progress selection area & narrative area below. • Narratives can be copied from Word. Each section is limited to a specific number of characters. • Remember to save/update.

18. Expenditures & Progress Report (cont.)

19. Completing the Progress Report • Provide information to answer the various sections. • Section I - activities taking place. • Section II - activities not being conducted as planned (if ok – put “none”). • Section III - expenditures falling below guidelines. • Section IV – explains budget changes.

20. Expenditures & Progress Report (cont.) 2

21. Expenditures & Progress Report (cont.) 3 • Regional Consortia must document every expenditure and rationale. • Project Monitors will check that activities and descriptions indicate an appropriate use of funds. • Breakout activities if they are at different locations / members/ partners. • Should be a summary of activities – not a detailed listing of every expense.

22. Certification Mode • When you use the certification password – the application is in certification mode. • You can still enter and save data similar to Data Entry mode (password). • Certification button only appears when using the certification password. • Once the certify button is selected – the Certification screen will appears. • Select the check box next to certification to agree to the certification. • Then select the “submit” button. Once submission is certified – the data cannot be edited.

23. Budget Change

24. Budget Change (cont.) • Required when you change the outcomes of the grant or a line item is changed. • Project Monitor Approval is required prior to expenditure (per Article I) • After completing the budget change – press the certify button. An e-mail will be sent to the project monitor. • Budget Change requests can be certified by either the project director or CBO passwords. • Budget Changes cannot be approved in arrears. Only affect the next quarter report for the period.

25. Budget Change Screens

26. Budget Change Screens

27. Viewing Expenditure Reports

28. Expenditure Reports • The budget for the quarter is automatically filled in with the previously approved budget. • Keep an eye on expenditures falling below guidelines. • Remember to request approval for budget changes. • Watch your Total Expenditure at the bottom compared to the expenditure scale for each quarter.

29. Resources • System is opening for data entry • Usage Guide (generic) is available • Passwords/Log on can be sent to your RC contact.

30. Questions??? • Don’t forget to e-mail me to receive the usage guide & passwords. • Next training • June 4, 2014 - 1:00pm - 2:00pm