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Introduction to the new Career Technical Act Fiscal Reporting Web site.

Welcome to the CCCS Webinar!. Introduction to the new Career Technical Act Fiscal Reporting Web site. Tim Cousineau, CTE Programmer/Analyst Panelists: Laura Speaker, Chief Accountant, CCCS Julie Eddy, CTE Accountability Director. Webinar Logistics

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Introduction to the new Career Technical Act Fiscal Reporting Web site.

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  1. Welcome to the CCCS Webinar! Introduction to the new Career Technical Act Fiscal Reporting Web site. Tim Cousineau, CTE Programmer/Analyst Panelists: Laura Speaker, Chief Accountant, CCCS Julie Eddy, CTE Accountability Director

  2. Webinar Logistics • All participants will be muted during the webinar. Only the webinar moderators will be unmuted. • To ask questions or if you need technical assistance with the webinar use the “Question/Chat” Control Panel feature. If you can’t hear the moderator speaking at this point type something into the Question/Chat feature to let us know. • This webinar is being recorded and will be posted online on the Help page under the topic “Webinars, PowerPoints, and presentations”. There you will also find a PowerPoint version of this presentation entitled, “Intro to CTA Fiscal Reporting Web Site.pptx”

  3. Website Accounts and Logins • Each district has one login. • Each district login is tied to the email accounts of the CTA contacts, both main and alternate, in our CTE Universal Contact Application. • CCCS policy is that we can only give out login information to the CTA contacts associated with the accounts.

  4. Website Accounts and Logins • It is at the district’s discretion whether or not they choose to share the website login information with other staff. • Passwords do not expire. • If you change your CTA contacts please let us know. If any of your CTA contacts leaves the district, when you notify us, we will change the password and send out the new password to all the district CTA contacts.

  5. Main login page This is the home page of the site. First let’s look at what to do if you have forgotten your password. Click on the ‘Problem Logging In?’ button…

  6. Problem Logging In? Select your district. Click on the ‘Send Request’ button. The login information will be emailed to all CTA contacts listed in our CTE Universal Contact Application for the district.

  7. Help From the main login page click on the ‘Help’ button. Here you can open up topics to find any help documents, PowerPoint presentations, or recorded Webinars. Click on the link to open or download a copy of the document.

  8. Login From the main login page, select your district. The ‘Login’ button will be enabled when you select a district. Enter your password. Click on the ‘Login’ button

  9. The Dashboard After you login the first page you come to will be the Dashboard. This lists all district Programs. You can resort the list using the ‘Sort list by’ dropdown. The Dashboard is organized similarly to the final financial report. The checkboxes are buttons that you use to access the various data entry pages for each of the categories of data, for each CIP, as well as administra-tion costs and contract information. Later you will see that the checkboxes can also be used to keep track of what you have done.

  10. Alternate names for CIPS On the Dashboard you may see the small + sign in the ‘Alt. Program Names’ column. Programs within a district can have various names. We display the most commonly used name amongst all the programs within a CIP in the district. If there are other names you can get a list of them by clicking on the + sign…

  11. Alternate Program Names This list shows the different names used for the selected CIP in the current district.

  12. CTE % and Salary Column Returning to the Dashboard… You can select any checkbox under any column but let’s begin by selecting the ‘CTE % and Salary’ column for the ‘Automotive Mechanics’ CIP line.

  13. CTE % and Salary – Select School The first step in the ‘CTE % and Salary’ entry is to select the school. The school dropdown list is populated with all the schools in the district where the previously selected program/CIP is approved. Once you select a school the page will change to allow you to enter Terms and Contact Hours information for that school and program…

  14. CTE % and Salary - Terms and Contact Hours Select the number of terms for this school from the dropdown list. Then enter the number of contact hours for this program. Note the small ? button next to both Terms and Contact Hours. Click the ? to get help on the specific item…

  15. The Dirty Flag Throughout the web site, if you hit the Cancel button, Back button, or any of the breadcrumb links (the breadcrumb is explained in slide 39) you will get the following pop-up if you have unsaved changes on the page. As the popup explains, if you hit OK you will be returned to the page so that you can save your changes. If you hit Cancel then your changes will be discarded. This only works if you hit buttons or links in the page. If you use the browser back button or close the browser window then any unsaved changes will simply be lost.

  16. Context Help Context help is there to provide definitions of terms.

  17. CTE % and Salary - Terms and Contact Hours (Cont.) Once you have entered the number of terms for the school and the contact hours for the program, click on ‘Save’ to save your entries and stay on this page, or click ‘Save & Continue’ to save your entries and continue to the next page. If you click ‘Save’, you can stay on this page and enter Terms and Contact Hours for other schools if you wish. When you click ‘Save & Continue’ it will use whatever your current school selection contains.

  18. CTE % and Salary - Select Teacher The next step in the ‘CTE % and Salary’ entry is to select the teacher. If the teacher is listed, simply click the teacher’s name to go to the next page. If the teacher is not listed then you can add teachers by clicking on the ‘View / Add / Edit Teachers’ button. You can also use this application to edit teachers’ information. Let’s go through the teacher Add process next. So we click on the ‘View / Add / Edit Teachers’ button…

  19. CTE % and Salary – View / Add / Edit Teachers You can use this application to: Edit a teacher’s information Add programs taught by a teacher at your school. Find a teacher at another school and add them to your school – either because that teacher has moved to your school or that teacher is teaching at both schools. Add a completely new teacher to your school and specify programs taught for that teacher. Start by viewing the current list of teachers at your school…

  20. CTE % and Salary – View / Add / Edit Teachers If you see the teacher in this list, click the teacher’s last name to edit that teacher’s information, including which programs are taught. Note that teachers that currently teach multiple programs are listed with their name once but all the courses listed to the right. Click on the teacher’s last name…

  21. CTE % and Salary – View / Add / Edit Teachers Edit the teacher’s information as needed. Check all the programs that the teacher teaches. There must be at least one program selected. Click the Update button Or…

  22. CTE % and Salary – View / Add / Edit Teachers …you can remove the teacher by clicking on the Remove Teacher button. This does NOT delete the teacher from the school, rather, it inactivates that teacher. You will still see the teacher listed in the View page but the teacher will not be listed as teaching any programs at the school.

  23. CTE % and Salary – View / Add / Edit Teachers If the teacher is not in the “View” list then click the ‘Add a new teacher?’ Link…

  24. CTE % and Salary – View / Add / Edit Teachers You begin the Add process by entering the last name, or a portion of the last name, of the teacher. This will search the database for any teacher whose last name contains the string of characters you enter in the Last Name field. So if you know the entire last name you can do a very specific search, whereas if you only know part of the last name you can do a more extensive search. Then hit the ‘Go’ button… Remember that if you enter, for instance, just the letter ‘a’, you will get back a list of every teacher in our database whose name contains the letter ‘a’ – which could be a very long list.

  25. CTE % and Salary – View / Add / Edit Teachers The teachers that match the search criteria will be listed with the date of birth and their current school to help in identification. If you see the teacher you want, click the ‘Add’ button. This will add the teacher to your school and advance you to the Edit page for that teacher so you can add programs taught or change information about the teacher. If you do not see your teacher you can click the ‘None of these’ button, which will take you to the new teacher input page…

  26. CTE % and Salary – View / Add / Edit Teachers Whether you clicked the ‘Add’ button or the ‘None of these’ button, you will come to this page. If you clicked on ‘None of these’ this form will be empty. Fill in or edit the information as needed. Be sure to check the program(s) you want for the teacher. Click the ‘Save This Record’ button. Use the ‘Back’ button to navigate back through the pages.

  27. CTE % and Salary – View / Add / Edit Teachers When you get back to the ‘Add’ page you will now see the teacher listed with your school. Click on the ‘Back’ button to go back to the ‘Add / Edit / View Teachers’ page.

  28. CTE % and Salary – View / Add / Edit Teachers Now you can click on the ‘View and/or edit your current list of teachers?’ link to see that the teacher you just added is now listed for your school…

  29. CTE % and Salary – View / Add / Edit Teachers You can see that the teacher we added is now listed for the school with the program we checked. Use the ‘Back’ button twice to navigate back to the ‘Select teacher’ page…

  30. CTE % and Salary - Select Teacher Now that we have added the teacher, we can click on the teacher’s name to go to the ‘Required Credential’ page…

  31. CTE % and Salary – Required Credentials This page first lists the credential required for this program. Please be sure that the teacher has the required credential. The Credential expiration must be filled-in before you can proceed to the next page.

  32. CTE % and Salary – Required Credentials You can enter the credential expiration directly into the credential expiration text box (in MM/DD/YYYY format). Or you can use the dropdowns to get the calendar for the expiration month and year, then select the day on the calendar When you click the day it will fill in the date in the Credential expiration text box. Click the ‘Save & Continue’ button to proceed to the next page…

  33. CTE % and Salary – Course Info The first thing to note about the course information entry page is the header: The ‘Contact Hours Required per Transcripted Credit’ is the number you entered for contact hours back on the ‘Select school’ page. The ‘Program Name’ is the program you selected from the Dashboard. The ‘Instructor Name’ is from the ‘Select Teacher’ page. The ‘Credential Name’ and ‘Credential Expiration Date’ are from the ‘Required Credential’ page.

  34. CTE % and Salary – Course Info The second thing to note about the course information entry page is the Term headers. On this page you see columns for 4 terms. This is the number of terms you entered for the school back on the ‘Select school’ page. The number of terms you entered previously controls the number of columns available for entry here. If you find you have more terms worth of data than you have columns here, just go back to the ‘Select school’ page and change the number of terms. When you return to this page you will have the appropriate number of columns available. You can change the number of terms for a school at any time. If you have already entered data and you increase the number of terms, your data will still be here but you will have additional columns of zero filled data. If you decrease the number of terms your data will not be visible, nor will it be used in any of the reports or calculations, but it will not be lost. It can be recovered by simply increasing the number of terms again.

  35. CTE % and Salary – Course Info Next, note that there five more sections to the page: The CTE Approved Courses The Non CTE Courses The Summary of all programs for the current teacher Buttons The Breadcrumb

  36. CTE % and Salary – Course Info – CTE and Non CTE Courses Use the dropdown menu to select CTE Approved Courses. The drop down contains all approved courses for the current program and school. Use the ‘Add a Non CTE Course’ button to add Non CTE Courses. For these you will have to fill in the name of the course since they are not part of the program approval system. Note that you can add zero-filled records and fill in the data later. Every time you add a record everything on the page is saved.

  37. CTE % and Salary – Course Info – Summary As you add courses the current teacher’s CTE % and FTE by program is updated. Click on the ‘Calculate / Save’ button to make sure that all your data is included in the calculation. If the current teacher has course info in another program, that program will be listed in the summary as a link. The link display the program and the school. Click the link to go directly to that course info page.

  38. CTE % and Salary – Course Info – Buttons When you are finished with the course info for this teacher and program you can use the ‘Save & Continue Adding Programs’ button to take you back to the Dashboard to start up the entry process for another program, or … You can use the ‘Save & Continue with Instructional Costs’ button to proceed to the next page. These are convenience buttons for you. You do not have to enter your data in this order.

  39. Breadcrumb You may have noticed that there is a string of links at the bottom of every page. This is the breadcrumb. The breadcrumb has two functions: it tells you your current context and provides a set of links to quickly move back to previous pages. Each item in the breadcrumb is delimited by dots. Each item is a link. There are two items that you will find on every page: Log out – which you can click to log out Dashboard – takes you back to the dashboard

  40. Breadcrumb The rest of the items in the breadcrumb are based on your current context. So in this example we have: The current district: click to change districts – basically a log out. The current program: click to change the program – takes you to the dashboard. The current school: click to change the school, terms, and contact hours. The current teacher: click to change the teacher. The current credential: click to go to the credential page.

  41. CTE % and Salary – Course Info – Buttons (Cont.) Back to the course info buttons, click on the ‘Save & Continue with Instructional Costs’ button…

  42. CTE % and Salary – Instructional Costs This is the entry page for instructional cost for a teacher. There is a separate page for administrators instructional costs. Note that most costs are at district level. Both the ‘Subs for CTE Absences’ and ‘Contract Extra Pay CTE Duty’ are associated with a school and a program. You will see an entry for each program/school for the current teacher. As you enter data for this same teacher in another program, when you come to this page you will see the same information.

  43. CTE % and Salary – Done When you are finished with the instructional costs for this program you can check the ‘Done with …’ check box at the bottom. This will cause the checkbox for this program under the ‘CTE % and Salary’ column on the Dashboard to be checked. When you check the ‘Done with..’ checkbox it will take you back to the Dashboard. You can come back and uncheck the checkbox and it will uncheck the Dashboard checkbox.

  44. CTE % and Salary – Done After you checked the ‘Done with…’ checkbox on the instructional costs page you were returned to the Dashboard where you can see that the ‘CTE % and Salary’ checkbox/button is now checked. This is a visual reminder for you – the system does not use these checkboxes for anything. Next let’s click on the checkbox/button for AUTO TECHNOLOGY under the ‘Books & Supplies’ column…

  45. Books & Supplies Start by selecting the school from the dropdown list. Enter the costs in the appropriate line and click on the ‘Save’ button…

  46. Books & Supplies (Cont.) You can enter data for other schools. Note that when you have saved data for a school the school name appears in the dropdown with ‘[+]’ prefixed as an indication that data has already been saved for that school. When you are finished with books and supplies for all your schools check the ‘Done with…’ checkbox at the bottom.

  47. Equipment Next, from the Dashboard click the Equipment Costs checkbox for AUTO TECHNOLOGY…

  48. Equipment Enter the fund source. Select the school from the dropdown. Enter the location and item name. Enter the number of units. Remember that the total cost must be at least $5000.00 times the number of units. The Invoice Date must be since the beginning of the current fiscal year. Enter the Invoice Number Click ‘Save’ When you click ‘Save’ a new entry line will appear You can delete any line by clicking on the delete line button. Don’t forget the ‘Done with…’ checkbox.

  49. Paraprofessional -1 The Paraprofessional page allow you to enter multiple paraprofessionals, each with multiple schools. The page initially looks like this. Note the number bar on the left.

  50. Paraprofessional - 2 After entering data for one paraprofessional for one school note that you now have an empty entry for another school for the paraprofessional, as well as another empty entry for another paraprofessional. There are now two number bars. There is a bar on the left of the school. Lastly, note the delete entry buttons for the entire entry or for just the school entry.

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