Comprehensive Continuous Improvement Plan (CCIP)

1. Comprehensive Continuous Improvement Plan (CCIP) Training Module 5 Funding Application Workflow, Communication, and Tracking

2. Agenda • History Log • Comments • Contacts • Assurances • Submission and Approval Process • Substantial Approval • External Data Import Implications • Changes CCIP Training Module 5

3. History Log • Comprehensive list of all status changes that have occurred in a funding application • Who did it • When • Correspondence between organizations and DPI on funding application issues CCIP Training Module 5

4. Comments • Ideal means of communication between LEA and SEA • Facilitate explanation and clarification without having to send funding application back to organization for modification and resubmission • Comments are permanently stored with the funding application that they pertain to • Offer great historical context and insight into why application may have been filled out in the way it was CCIP Training Module 5

5. Comments Requiring Follow-up • By default, comments and status display in chronological order within the app they occurred in • NCDPI can mark a comment as Attention Needed • Attention Needed comments will: • Appear at top of history log • Appear in current revision, even if they were made in a previous revision • NCDPI should uncheck when issue is resolved CCIP Training Module 5

6. Emailing Comments • Comments can be emailed to targeted users • When box checked, list of positions is rendered on page CCIP Training Module 5

7. Selecting Comment Recipients • Highlight the name of recipient groups and click Add • Adding recipients not in Contact Group lists: • Type email address in Additional Recipients field and click Add • Repeat for each Additional Recipient • Click Trash Can icon to delete recipient group • Click Recipient Summary to see a list of people who will receive email CCIP Training Module 5

8. Contacts Page • District required to select a Funding Application Contact and Homeless Contact • Funding App Contact is default recipient of workflow status change notifications • Federal requirement that all districts specify Homeless contact CCIP Training Module 5

9. Assurances Page • Read-only list of Assurances for this funding application • By submitting application, organization is agreeing to be bound by the listed Assurances CCIP Training Module 5

10. Funding Application Workflow CCIP Training Module 5

11. Changing Status • Prerequisite checks • Does user have permission? • Does time frame allow for this status change? • Is application valid? (may not run depending on status) CCIP Training Module 5

12. Status Change Outcomes • Entry added to History Log documenting the change • Next person in submission workflow notified by email that application now requires their attention • Application may be locked down or unlocked • Grants may receive Substantial Approval • Application may become publicly accessible • Copy of Plan may be archived • Application revision may be created CCIP Training Module 5

13. Substantially Approved Dates Page • Read-only page • When the Chief Administrator approves a funding application, grants in that application with budget greater than zero are marked Substantially Approved • It is on this date that expenditures against these funds can begin to occur • Approval prior to July 1? Date will be set to July 1 CCIP Training Module 5

14. External Data Import Implications • Organization, Allocation, Budget, and Building Eligibility data is imported from other NCDPI systems • NCCCIP may automatically perform a status change on an organization’s application • Move to Draft Started when budget data is imported • Move to Revision Started when Allocation, Budget, or Building Eligibility data changes CCIP Training Module 5

15. External Data, Workflow, & Validation • CCIP will import data from external systems while funding application is in approval process • Imported data may fail CCIP business validations • Return application not approved -> Resolve issues -> Resubmit • Changes to Budget or Building Eligibility data require resubmission, even if data passes validation • Budget and Building Eligibility data are LEA entered • Users are being asked to approve an application that has changed since its submission • Valid budget changes will only require resubmission if the rolled up amount changed CCIP Training Module 5

16. Changes • CCIP provides a single page listing all of the changes that have been made to a funding application revision • Changes column appears on Sections page for revisions 1 and higher • No need to manually compare an application to a previous revision to determine what has changed CCIP Training Module 5

17. Changes…continued • Valuable tool for application approvers to focus their time on only reviewing changes to application • Filtering Changes • All: Show every change • Section: Show all changes for pages in that section • Page: Show all changes for that page CCIP Training Module 5

18. Changes Page • Each message is a clickable link • Clicking link will take user to the screen on which the change occurred CCIP Training Module 5