Presenters: Barbara McIsaac Kwoka, Todd Hoig, Kelly Gornik

1. California Community College Chancellor’s Office CCC Confer Webinars April 18, 19, & 24, 2012 2011-12 SSARCC EOPS and CARE Final Expenditures – Completion and Submission Presenters: Barbara McIsaac Kwoka, Todd Hoig, Kelly Gornik

2. Welcome Meeting Ground Rules and Details • During the training, mute your phone by pressing *6, this will eliminate background noises. • Please do not put your phone on “hold”; some phones play background music when on “hold”.

3. If you are listening over your computer, adjust the volume with the sliders. When using the computer and phone, move sliders in the audio window to the left to prevent audio feedback. If you are listening over the telephone, click the telephone handset.

4. To ask a question raise your hand 1

5. Or Send a Written Question or Comment Type your message. Send your message.

6. Questions or Comments • Select the electronic hand or type your question in the chat room. • Please wait for the presenter to acknowledge you prior to speaking. • One speaker at a time. • Press *6 to unmute phone and allow the group to hear your question and/or comment. After speaking, please press *6 again to mute phone. • Questions will be answered in the order received.

7. Today’s Agenda • Introductions • Brief Background on SSARCC • 2011-12 EOPS Final Expenditures • Entering EOPS data by object code • 2011-12 CARE Final Expenditures • Entering CARE data by object code • The Difference Between “Returned” Funds and “Unexpended” Funds in SSARCC • How to Report Reallocated Funds • “Validate” Final Expenditures • Address any “error” messages • Address other messages • “Submit to Chancellor’s Office” • Print final expenditures for signatures • Mail EOPS and CARE signature pages to Chancellor’s Office

8. What Is SSARCC? • SSARCC = Student Services Automated Reporting for Community Colleges • A web-based computer application used to construct and retain key Chancellor’s Office budget documents (i.e. proposed budgets and final expenditures for EOPS and CARE)

9. Purpose • Make it easier for college program staff to complete EOPS and CARE budgets • Allow for more efficient review time by Chancellor’s Office • Allow Chancellor’s Office to have electronic access to statewide budget data • Extracted SSARCC data can be used locally and at the State level

10. SSARCC EOPS/CARE Timeline • Spring 2011: testing by select colleges • October 13, 2011: SSARCC goes “live” • November 15, 2011: Colleges use SSARCC to complete 2011-12 EOPS and CARE budget plans (with hard-copy signature pages & hard-copy EOPS program plan) • March 2012: Final expenditure screens go “live”

11. SSARCC EOPS/CARE Timeline • April 18, 19, & 24, 2012: CCC Confer trainings on final expenditure screens • September 15, 2012: Colleges to use SSARCC to submit 2011-12 EOPS and CARE final expenditures (with hard-copy signature pages) • November 15, 2012 (tentative): Colleges to use SSARCC to submit 2012-13 EOPS and CARE budget plans (with hard-copy signature pages and hard-copy EOPS program plan)

12. SSARCC Screens

13. There’s a Difference between “Returned Funds” and “Unexpended Funds” in SSARCC • “Returned Funds” = Unused funds returned no later than June 30th on Mid-Year Report • “Unexpended Funds” = Unused funds reported after June 30th on Final Expenditure Report

14. When Do You Use the “Returned and/or Reallocated Funds” Column? • If you returned EOPS or CARE funds by June 30, 2012 on Mid-Year Reports • If you received EOPS or CARE reallocated funds • Do not include 2011-12 EOPS special textbook augmentation in SSARCC; instead use “EOPS special textbook augmentation” form

15. “Validate” Final Expenditures • You should use this to double-check work prior to submitting • Address any “error” messages that appear

16. “View Draft Expenditure Report” Do this when: • You think you’re ready to submit to Chancellor’s Office • Ready for review by local district/college staff before submitting to Chancellor’s Office You can still go back into screens to make changes to data

17. “Submit to Chancellor’s Office” • “Submit” after error messages have been addressed and after appropriate local staff have reviewed • “Submit” locks final expenditure screens • “Submit” means final expenditures are officially transmitted to Chancellor’s Office • “Submit” EOPS final expenditures before CARE final expenditures • CARE final expenditures must be submitted separately • To unlock screens, send email to SSARCC help desk: ssarcc-eops@cccco.edu

18. Printing EOPS and CARE Budgets/Signature Pages This is done after you have “submitted” to Chancellor’s Office; to print signature pages, do the following: • 1. Click on “view expenditure report” • 2. In the “select a format” window, click on the down arrow and then click on “PDF” • 3. Click on “export” • 4. Wait for report to appear on your computer screen • 5. Print out budget/signature page & obtain required original signatures & mail to Chancellor’s Office Follow these same steps for CARE.

19. 2011-12 SSARCC EOPS Final Expenditures Plus Signature Page What Is Due September 15, 2012? • 2011-12 EOPS Book Expenditures Form (hard-copy) • Kelly Gornik • 2011-12 SSARCC CARE Final Expenditures Plus Signature Page College

20. Where Do I Go for Help? ssarcc-eops@cccco.edu

21. SSARCC Project Team Technology, Research & Information Systems (TRIS) Division: Myrna Huffman, Director, Management Information Systems Barbara McIsaac Kwoka, Specialist, MIS & SSARCC Todd Hoig, Programmer, SSARCC Student Services Division: Sarah Tyson, Dean, Student Services Kelly Gornik, Specialist, EOPS and CARE Cheryl Fong, State Coordinator, EOPS and CARE