Understanding the Charter Schools Project (CSP) Online Tracking System

Transcription

1 Understanding the Charter Schools Project (CSP) Online Tracking System CSP Session 4 of 4 1

2 Topic Overview Tabs Home Contact Information Documents Resources Tickets Timelines Budgets 2

3 Project Tasks Task Status Notifications Home Tab 3

4 Home Tab Tasks and Status shortcuts to tasks 4

5 Home Tab Subgrantee Information Phases Dates Amounts Subgrantee Details FTE Data 5

6 Notifications Bar Remove all notifications Delete individual notifications 6

7 Contact Information Tab Who enters contact information What information must be entered 7

8 BOARD CHAIR CONTACT INFORMATION The Board Chair is the responsible financially for the entity. Contact information will not be shared. Information required per the Florida Sunshine State Law. FLCSP.org will lock if Board Chair contact information is not entered. 8

9 Documents Tab Document Uploads Required vs. Optional Documents 9

10 Planning Documents School Uploads Implementation Documents School Uploads Optional Documents Program Office Uploads 10

11 Implementation Policies Recommendation to upload school s complete Procedural Manual adopted by the Governing Board that includes all approved policies and By-laws. 11

12 Uploading and Replacing New & Amended Files Step 1: Click Choose File Step 2: Click Upload Step 3: Verify the file names appear next to Choose File Step 4: Click Download Uploaded File Viewing Existing Files Step 1: Click the name of the document(s) for a system generated dropdown menu to appear. Step 2: Click Download Uploaded File to view current file. Before attempting to replace files please contact your specialist. 12

13 Document Status / Feedback 13

14 TIPS When Uploading Files Note there is a limit of 30 per document Merge documents when uploading to specific policy PDFs work best in document uploads Scan copies in the high resolution Review uploaded documents for readability Verify correct file name attached after document upload 14

15 Resources Tab Required Forms Recommended Temples Resource Documents 15

16 Resources: 16

17 CSP Grant Forms Webpage 17

18 Tickets Tab Communicate via Tickets In order to improve customer service and response times, the Program Office encourages current grant CSP Grant recipients to communicate through the flcsp.org ticketing system. If you need assistance in utilizing this system, please contact your specialist. 18

19 Creating a New Ticket Step 1: Click Create New Ticket button Step 2: Generate a subject and message. Step 3: Submit by clicking Create Ticket. STEP 1: Click Create New Ticket STEP 2: Generate the Subject AND Generate the Message STEP 3: Click Create Ticket 19

20 TIPS for Creating a New Ticket Refresh the page before creating another ticket Add sender name and contact information to ensure accurate response Text box formatting is continual - spacing will not be consistent Document can not exceed the 10Mb maximum Verify correct file name attached after document upload 20

21 Attaching a File to a Ticket Step 1: Click!ttach File. Step 2: Click Choose File name. Step 3: Click Create Ticket. 21

22 Viewing Closed Tickets 22

23 Closing a Ticket Click the Close Ticket button to close a ticket. Reopening a ticket Click the Re-open Ticket button to re-open a closed ticket. 23

24 Responding to a Thread Click the Reply button when responding to a ticket. 24

25 The Ideal Ticket Thread 25

26 Implementation Timeline Tab Charter School s Specific Timelines 26

27 The Task Projected Date The Actual Date Status 27

28 IMPORTANCE OF IMPLEMENTATION TIMELINE DOE Terms and Special Conditions notes Department authority to terminate CSP Grant projects that are not demonstrating progress. 28

29 Update Timeline Status Step 1: Update Status. 29

30 Step 2: Update Status Step 3: Make a note/ comment if applicable Step 4: Submit 30

31 Budgets Tab Viewing Verify 31

32 2015 COHORT PILOT SCHOOLS ARE TESTING THE BUDGETS AND REPORTING ELEMENTS. 32

33 Accessing the Budget Click the Budget in Gold Header to View 33

34 Verifying Budget Accuracy Function / Object Codes Quantities Item Notes (narrative description) Total Amount 34

35 Budget Accuracy Consistencies Manage Budget Item is consistent DOE 200 Approved Budget provides with the Department RED Book approved budget line items per DOE Coding and Titles 101S or

36 Example: Budget Coding Consistency Red Book Coding District Preferred Coding Notice the coding difference; both are acceptable. Although, the program office budget coding is consistent with The RED Book. 36

37 Budgets Tab Reporting Expenditures 37

38 Home Tab NOTE TASK #4 Expenditure Reports 38

39 Budgets and Reports Click New Report button 39

40 As the CSP sub-recipient incurs expenses, expenditures MUST be reported against approved budget line items. Sub-recipients should also report inventory of budget items in 600 object code series. 40

41 Entering & Reporting Expenditures Entering Expenses Only Quantity Purchased Expended Amount Per Item Comments (recommended) Entering Expense & Inventory Quantity Item Purchased Status Expended Location Amount Per Item Tag Number Comments (optional) (recommended) *Note: system automatically calculates Current Expenditure Amount and Remaining Balance. 41

42 Inventory Tag Numbers Auto Tag Number Generated Manual Input Tag Number Must uncheck box to manually input Tag Number 42

43 Submitting Reports Quarterly Expenditure Reports due January, April, July, October 43

44 Verify Accuracy then Submit for Review Click Submit for Review to Submit 44

45 Verify Accuracy then Submit for Review Next report due date will appear in the Home tab. 45

46 Accountability via the FLCSP.org System 46

47 FLCSP.org Demonstration and Questions 47

48 Charter Schools Grants Team Adam Emerson, Charter Director Yolanda Miranda-Hill, CSP Grant Director Heather Harrell, CSP Lead Specialist Stacey Cahan, CSP Grant Specialist Jahlisa Taylor, CSP Grant Specialist 48

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