EOPS/CARE Statewide Technical Assistance Training March 4-5, 2014 Student Services Automated...
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Transcript of EOPS/CARE Statewide Technical Assistance Training March 4-5, 2014 Student Services Automated...
![Page 1: EOPS/CARE Statewide Technical Assistance Training March 4-5, 2014 Student Services Automated Reporting for Community Colleges (SSARCC) 2013-14 EOPS & CARE.](https://reader030.fdocuments.us/reader030/viewer/2022013105/56649da95503460f94a9692e/html5/thumbnails/1.jpg)
EOPS/CARE Statewide Technical Assistance Training
March 4-5, 2014
Student Services Automated Reporting for Community
Colleges (SSARCC)2013-14 EOPS & CARE
Final Expenditures
Presenters: Kelly Gornik & Todd HOIG
![Page 2: EOPS/CARE Statewide Technical Assistance Training March 4-5, 2014 Student Services Automated Reporting for Community Colleges (SSARCC) 2013-14 EOPS & CARE.](https://reader030.fdocuments.us/reader030/viewer/2022013105/56649da95503460f94a9692e/html5/thumbnails/2.jpg)
What Is SSARCC?
• 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)
![Page 3: EOPS/CARE Statewide Technical Assistance Training March 4-5, 2014 Student Services Automated Reporting for Community Colleges (SSARCC) 2013-14 EOPS & CARE.](https://reader030.fdocuments.us/reader030/viewer/2022013105/56649da95503460f94a9692e/html5/thumbnails/3.jpg)
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
• Allow for local extraction of SSARCC data from multiple years
• Save some trees – less paper to submit
![Page 4: EOPS/CARE Statewide Technical Assistance Training March 4-5, 2014 Student Services Automated Reporting for Community Colleges (SSARCC) 2013-14 EOPS & CARE.](https://reader030.fdocuments.us/reader030/viewer/2022013105/56649da95503460f94a9692e/html5/thumbnails/4.jpg)
How Do I Log On?
• URL: https://misweb.cccco.edu/ssarcc/login.aspx
• Two Sets of User IDs and Passwords:One set – allows access to input/update dataOne set - “Read Only”Both sets are unchanged from 2011-12
• CCCCO provides IDs and passwords to EOPS director only
![Page 5: EOPS/CARE Statewide Technical Assistance Training March 4-5, 2014 Student Services Automated Reporting for Community Colleges (SSARCC) 2013-14 EOPS & CARE.](https://reader030.fdocuments.us/reader030/viewer/2022013105/56649da95503460f94a9692e/html5/thumbnails/5.jpg)
What Should I Do First?
1. By each line item, review each planned expense that auto-populated from approved planned budget. Did the program:
a. Spend funds exactly as planned?b. Spend less or more funds than planned?c. Spend no funds on planned expense?
2. Add any additional expenses that occurred after planned budget was approved
![Page 6: EOPS/CARE Statewide Technical Assistance Training March 4-5, 2014 Student Services Automated Reporting for Community Colleges (SSARCC) 2013-14 EOPS & CARE.](https://reader030.fdocuments.us/reader030/viewer/2022013105/56649da95503460f94a9692e/html5/thumbnails/6.jpg)
“Returned Funds” and “Unexpended Funds” Mean Two Different Things in
SSARCC Final Expenditures
• “Returned Funds” = Unused funds returned no later than June 30th on paper Mid-Year Report
• “Unexpended Funds” = Unused funds reported after June 30th on Final Expenditure Report
![Page 7: EOPS/CARE Statewide Technical Assistance Training March 4-5, 2014 Student Services Automated Reporting for Community Colleges (SSARCC) 2013-14 EOPS & CARE.](https://reader030.fdocuments.us/reader030/viewer/2022013105/56649da95503460f94a9692e/html5/thumbnails/7.jpg)
2013-14 EOPS Mid-Year Report
![Page 8: EOPS/CARE Statewide Technical Assistance Training March 4-5, 2014 Student Services Automated Reporting for Community Colleges (SSARCC) 2013-14 EOPS & CARE.](https://reader030.fdocuments.us/reader030/viewer/2022013105/56649da95503460f94a9692e/html5/thumbnails/8.jpg)
2013-14 CARE Mid-Year Report
![Page 9: EOPS/CARE Statewide Technical Assistance Training March 4-5, 2014 Student Services Automated Reporting for Community Colleges (SSARCC) 2013-14 EOPS & CARE.](https://reader030.fdocuments.us/reader030/viewer/2022013105/56649da95503460f94a9692e/html5/thumbnails/9.jpg)
When Do You Use the “Returned and/or Reallocated Funds” Column?
• If you returned EOPS or CARE funds by June 30th through Paper Mid-Year Reports
• If you received EOPS or CARE reallocated funds
![Page 10: EOPS/CARE Statewide Technical Assistance Training March 4-5, 2014 Student Services Automated Reporting for Community Colleges (SSARCC) 2013-14 EOPS & CARE.](https://reader030.fdocuments.us/reader030/viewer/2022013105/56649da95503460f94a9692e/html5/thumbnails/10.jpg)
“Unexpended Funds” Column
• Auto-populates (you do not enter any figures)
• Positive and negative numbers are allowed
![Page 11: EOPS/CARE Statewide Technical Assistance Training March 4-5, 2014 Student Services Automated Reporting for Community Colleges (SSARCC) 2013-14 EOPS & CARE.](https://reader030.fdocuments.us/reader030/viewer/2022013105/56649da95503460f94a9692e/html5/thumbnails/11.jpg)
“Validate” Button
• Use this to double-check work prior to submitting
• “Validate” does not lock file
![Page 12: EOPS/CARE Statewide Technical Assistance Training March 4-5, 2014 Student Services Automated Reporting for Community Colleges (SSARCC) 2013-14 EOPS & CARE.](https://reader030.fdocuments.us/reader030/viewer/2022013105/56649da95503460f94a9692e/html5/thumbnails/12.jpg)
“View Draft Expenditure Report” Button
Do this when:
• You’re finished inputting data• Report is ready for review by district/college
staff before submitting to Chancellor’s Office
You can still go back into screens to make changes to data
![Page 13: EOPS/CARE Statewide Technical Assistance Training March 4-5, 2014 Student Services Automated Reporting for Community Colleges (SSARCC) 2013-14 EOPS & CARE.](https://reader030.fdocuments.us/reader030/viewer/2022013105/56649da95503460f94a9692e/html5/thumbnails/13.jpg)
Common Error Message
• “EOPS funds cannot be used to pay for non EOPS/CARE activities”
What does this message mean?
This error message may occur for positions in which a percentage of time is assigned to non EOPS/CARE and in which the EOPS time is paid from EOPS funds
![Page 14: EOPS/CARE Statewide Technical Assistance Training March 4-5, 2014 Student Services Automated Reporting for Community Colleges (SSARCC) 2013-14 EOPS & CARE.](https://reader030.fdocuments.us/reader030/viewer/2022013105/56649da95503460f94a9692e/html5/thumbnails/14.jpg)
“EOPS funds cannot be used to pay for non EOPS/CARE activities”
• The percentage that EOPS pays may not be one dollar more than total percentage time in EOPS/CARE. You may need to round down to determine amount EOPS pays.
• Example: EOPS technician is assigned 50% to EOPS/CARE and 50% to non EOPS/CARE. Total salary = $40005. Fifty % = $20,002.50. EOPS may pay up to $20,002 (round the 50 cents down) to cover the 50% EOPS time.
![Page 15: EOPS/CARE Statewide Technical Assistance Training March 4-5, 2014 Student Services Automated Reporting for Community Colleges (SSARCC) 2013-14 EOPS & CARE.](https://reader030.fdocuments.us/reader030/viewer/2022013105/56649da95503460f94a9692e/html5/thumbnails/15.jpg)
“Submit to Chancellor’s Office” Button
• “Submit” after error messages have been addressed and after appropriate local staff have reviewed
• “Submit” locks final expenditure file• “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 file, send email to SSARCC help desk: ssarcc-
![Page 16: EOPS/CARE Statewide Technical Assistance Training March 4-5, 2014 Student Services Automated Reporting for Community Colleges (SSARCC) 2013-14 EOPS & CARE.](https://reader030.fdocuments.us/reader030/viewer/2022013105/56649da95503460f94a9692e/html5/thumbnails/16.jpg)
Printing EOPS and CARE Budgets/Signature Pages
Printing is done after you have “submitted” to Chancellor’s Office:• 1. Click on EOPS “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. Click on “open” (will appear at the bottom of screen)• 5. Wait for report to appear on your computer screen• 6. Print budget/signature pages & obtain required original
signatures & mail to Chancellor’s OfficeFollow these same steps for CARE.
![Page 17: EOPS/CARE Statewide Technical Assistance Training March 4-5, 2014 Student Services Automated Reporting for Community Colleges (SSARCC) 2013-14 EOPS & CARE.](https://reader030.fdocuments.us/reader030/viewer/2022013105/56649da95503460f94a9692e/html5/thumbnails/17.jpg)
Paper 2013-14 EOPS Book Expenditure Form Has Been Eliminated
• Textbook data to be captured in SSARCC (textbook assistance service and total students served with textbook assistance)
• Thank You, Jose Vallejo (Woodland College) for your input
![Page 18: EOPS/CARE Statewide Technical Assistance Training March 4-5, 2014 Student Services Automated Reporting for Community Colleges (SSARCC) 2013-14 EOPS & CARE.](https://reader030.fdocuments.us/reader030/viewer/2022013105/56649da95503460f94a9692e/html5/thumbnails/18.jpg)
Clarifying When District Funds are used as District Match in Position Detail Screen
• Clarification to be added to “position detail” screen in SSARCC
• Enter full amount of district funds; SSARCC will calculate portion counted as match
• Many thanks to Eleanor Bruce (Fresno City College), Carol Lasquade (College of the Desert) and Virginia Marquez (DeAnza College) for comments and feedback
![Page 19: EOPS/CARE Statewide Technical Assistance Training March 4-5, 2014 Student Services Automated Reporting for Community Colleges (SSARCC) 2013-14 EOPS & CARE.](https://reader030.fdocuments.us/reader030/viewer/2022013105/56649da95503460f94a9692e/html5/thumbnails/19.jpg)
Let’s Look at SSARCC Screens
![Page 20: EOPS/CARE Statewide Technical Assistance Training March 4-5, 2014 Student Services Automated Reporting for Community Colleges (SSARCC) 2013-14 EOPS & CARE.](https://reader030.fdocuments.us/reader030/viewer/2022013105/56649da95503460f94a9692e/html5/thumbnails/20.jpg)
2013-14 SSARCC EOPS Final
Expenditures + Two-Page
Signature Form
College 2013-14 SSARCC CARE Final
Expenditures + Two-Page
Signature Form
What Is Due Postmarked September 15, 2014?
Kelly Gornik
ELIMINATED:2013-14 EOPS Book Expenditures Form
(hard-copy)
![Page 21: EOPS/CARE Statewide Technical Assistance Training March 4-5, 2014 Student Services Automated Reporting for Community Colleges (SSARCC) 2013-14 EOPS & CARE.](https://reader030.fdocuments.us/reader030/viewer/2022013105/56649da95503460f94a9692e/html5/thumbnails/21.jpg)
Summer 2014 Webinars
• Three identical webinars in Summer 2014 to go over the completion of the 2013-14 EOPS and CARE final expenditures in SSARCC
• Webinars will be archived through CCC Confer
• More details soon
![Page 23: EOPS/CARE Statewide Technical Assistance Training March 4-5, 2014 Student Services Automated Reporting for Community Colleges (SSARCC) 2013-14 EOPS & CARE.](https://reader030.fdocuments.us/reader030/viewer/2022013105/56649da95503460f94a9692e/html5/thumbnails/23.jpg)
SSARCC Project Team
Technology, Research & Information Systems (TRIS) Division:Myrna Huffman, Director, Management Information SystemsBarbara Kwoka, MIS & SSARCC (now retired)Todd Hoig, SSARCC Computer Programmer
Student Services Division:Sarah Tyson, Dean, Student ServicesKelly Gornik, EOPS and CARECheryl Fong, EOPS and CARE