Transcript Student Services Automated Reporting for Community

Chancellor’s Office Webinars
June 12, August 5, & August 14, 2014
Student Services Automated
Reporting for Community
Colleges (SSARCC)
2013-14 EOPS & CARE
Final Expenditures
Presenters: Kelly Gornik & Todd HOIG
Today’s Agenda
1. Brief background on SSARCC
2. Key points about SSARCC EOPS and CARE final
expenditure screens
3. Common error message
4. Elimination of paper 2013-14 EOPS Book Expenditure
Form
5. Printing 2-page signature forms from SSARCC
6. Questions?
Please ask questions any time by typing them in the message
text box (then hit “enter”) at the bottom left of screen
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)
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
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 data
One set - “Read Only”
Both sets are unchanged from 2011-12
• CCCCO provides IDs and passwords to EOPS
director only
What Should I Do First?
1. By line item, review each planned expense that autopopulated 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?
Then report accordingly by each line item
2. Add any additional expenses (per object code) that
occurred after planned budget was approved by CCCCO
“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
2013-14 EOPS Mid-Year Report
2013-14 CARE Mid-Year Report
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
• If neither of these apply to you, then keep this
column blank
“Unexpended Funds” Column
• Auto-populates (you do not enter any figures)
• Positive and negative numbers are allowed
“Validate” Button
• Use this to double-check work prior to
submitting
• “Validate” does not lock file
“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
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 EOPS funds are paying for the EOPS time.
“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.
“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: [email protected]
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 Office
Follow these same steps for CARE.
Paper 2013-14 EOPS Book Expenditure
Form Has Been Eliminated
• All of the textbook data from paper book form
is now captured in SSARCC (textbook service
and total students served with textbook
assistance)
• Thank You, Jose Vallejo (Woodland College) for
your input
Language Added to Clarify When
District Funds are used as District
Match in Position Detail Screen
• Clarification 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
Let’s Look at SSARCC Screens
What Is Due Postmarked September 15, 2014?
2013-14 SSARCC
EOPS Final
Expenditures +
Two-Page
Signature Form
College
2013-14 SSARCC
CARE Final
Expenditures +
Two-Page
Signature Form
ELIMINATED:
2013-14 EOPS Book
Expenditures Form
(hard-copy)
Kelly Gornik
Where Do I Go for Help?
• SSARCC Help Desk:
[email protected]
SSARCC Project Team
Technology, Research & Information Systems
(TRIS) Division:
Myrna Huffman, Director, Management Information Systems
(retired)
Barbara Kwoka, MIS & SSARCC (retired)
Todd Hoig, SSARCC Computer Programmer
Student Services Division:
Sarah Tyson, Dean, Student Services
Kelly Gornik, EOPS and CARE
Cheryl Fong, EOPS and CARE