21st Century Application Navigating the CCIP Welcome!!! My name is Nina Pace and I am the 21st Century Community Learning Centers grant administrator in the Office of Federal Programs. Our goal today is to provide introduce the CCIP Planning Tool and provide you with the information you need to complete the FY15 application process. 21st Century Application Navigating the CCIP March 2016

Overview What is the CCIP Accessing CCIP (roles needed) CCIP Address Book Contact IRN number SAFE account CCIP stands for the Comprehensive Continuous Improvement Plan.

CCIP - Accessing the System Access to CCIP: Driven by roles in the Ohio Educational Directory System (OEDS-R) Data Entry Funding-CCIP Data Entry Planning-CCIP Data View Funding-CCIP Data View Planning-CCIP CCIP Authorized Rep/Superintendent, CCIP Fiscal Rep/Treasurer, OEDS-R Administrators add or change roles in OEDS-R Information on adding or removing roles can be found at http://webapp2.ode.state.oh.us/oeds-r/User_guide/instructions_personnel.asp In order to gain access into the CCIP the need these roles assigned through OEDS-R.

Overview Understanding the Path Options Understanding the Programming Understanding the Planning Tool (District/Agency & School Plan) Understanding the FY17 Application To accomplish our goal, we will spend time reviewing the three parts of the CCIP Planning Tool: The Needs Assessment, the District Plan and the School Plan.

CCIP - Accessing the System CCIP Test Site Please make note: The link provided is ONLY is test site. In Production, if you ever forget your SAFE account name and/or password, follow the instructions above. https://safeqa.ode.state.oh.us/portal/ User Name: ccipdataentry Password: 12@safe

CCIP - Accessing the System OEDS-R data must be kept correct at all times. If any roles change, make the changes immediately! Contact Information for a user has to be updated in the Ohio Educational Directory System (OEDS-R) Once updated it will show up in Address Book in CCIP Information on updating contact information can be found at http://webapp2.ode.state.oh.us/oeds-r/User_guide/instructions_personnel.asp

OVERVIEW Funding Application Planning Tool – District Plan There are three parts to the 21st Century Application Process. Planning Tool – School Plan

Funding Application

How to get to the Application If not already there, select appropriate year from the dropdown (2017)

Sections Page When you start your application, the status should go from Not Started to “DRAFT STARTED”. Otherwise, you won’t have access to add the application.

Sections Page To start working on the application, Click Draft Started Make sure the status “DRAFT STARTED” is reflected while entering data into your application prior to changing the status to Draft Completed.

Confirm Status Change

Create New Grant Application The Application Name is the Official Grant Name used for the five year grant cycle if awarded. Make sure it is reflective of your program and cannot ever be changed. Select Add Grant Application from the dropdown

21st Century Sections Page: Newly Grant Name Click newly named grant…

21st Century Path Options Make sure to select the select Path option for your application

21st Century Program Design Make sure to answer the appropriate PROMPT 16 & 17 based on the path selected.

21st Century Needs Assessment Make sure to answer the appropriate PROMPT 16 & 17 based on the path selected.

To navigate between pages and to Save changes use button Click Save And Go To/ Current Page to save the application and remain on the current page CHANGE

District Plan District Plans have THREE major parts for the 21st Century application process Functionally, there are three functions within the District Plan. Each has a unique purpose and must be updated as part of developing your district plan to align with the identified needs.

District Plan GOAL STRATEGY Fiscal Resources

Planning Tool Select the appropriate fiscal year in the drop down (2017).

Planning Tool Click the District/Agency Plan

District/Agency Plan Overview Page

1 District Plan Goals (G) – Establishes the district objectives Goals are the objective the district wishes to accomplish based upon the results of the Needs Assessment. What is the district building toward for this fiscal year? What is the expected outcome? Goals provide the target and the measure the district establishes for meeting the objective.

Goals and Strategies Once you Create Goal the option to Create Strategy will appear. You will create the strategy as you did to create the goal. Goals and Strategies are created and modified only the District/Agency Plan. Action Steps can be created and modified in both the District/Agency Plan and the Building/Grant Plan. For competitive grants you must enter Action Steps in the Building/Grant Plan.

To create Goal click on: Create GOAL of modify if needed. Since districts are required to copy their plan forward from year to year, unless the district wants to start from scratch, more often than not, you will be updating established Goals, Strategies or Action Steps. You can update them by click on the Title from the Plan Overview page. This will take you to an update screen when you can change the text fields, like Title, Description and Performance Measure.

Update the Goal Click on “Reading/Language Arts Math” to get the “Update Goal” page. In order to update the GOAL click on Goal Title. Enter description and performance measure.

District Plan 2 Fiscal Resources- Identifies which funds will be used to support meeting the goal Fiscal Resources identify the funding sources that will be used to support the goal. It helps connect the plan to your funding applications in that it provides some detail on how you plan on using your federal funds in your Consolidated Application. That is one example. It is not an exact measure, however if we see money budgeted in the funding application, we should see a clear connection to the goals of the district. Fiscal Resources help make that connection clearer.

How much of your budget will you obligate to this goal? Click Create Fiscal Resource

Select 21st Century from the Funding Application dropdown; Grant defaults to 21st Century Enter any necessary notes (not required) Enter the portion of the budget that supports this goal

District/Agency Plan: Fiscal Resource Created

District Plan 3 Strategies (S)- Describes the method the district will take to meet their goals Strategies provide the framework for reaching your goal. They are the district wide strategies that each of the buildings (and central office) will be using to reach the performance measure established in your goal. Strategies can be broadly defined or very narrow, it is up for the district to decide.

To create Strategy click on Create STRATEGY or modify as needed. Make sure to enter the description and estimated cost associated with strategy. Optional

To create Strategy click on Create STRATEGY or modify as needed. Make sure to enter the description and estimated cost associated with strategy. Optional

School Plan Each applicant develops a school plan to describe how each grant site will meet the needs of their students

School Plan The Goals, Strategies and Fiscal Resources from the District Plan are prepopulated in the School Plan.

School Plan School Plans have TWO major parts for the 21st Century application

School Plan ACTION STEPS GRANT RELATIONSHIP

Planning Tool Select the grant name in the drop-down Click School Plan

School Plan 1 Action Steps (AS) – School specific actions to meet the overall goal of the district

School Plan Action Steps in CCIP have a title and a description.

Create Action Step

School Plan 2 Grant Relationships – Identifies a funding source for an Action Step

Create Action Step/ Grant Relationship 21st Century

Create Action Step/ Grant Relationship 21st Century

School/Grant Plan: Action Step Created

Use and to expand and collapse views for Goals Strategies Action Steps

21st Century Sections Page: Grant Budget After you add a Grant, and complete your District and School Plan in the Planning Tool go the Sections Page to complete the Budget

21st Century Budget Completed Path A Budget – Up to $500,000 / Path B & C – Up to $200,000

Change Application Status Important Note*** CHANGE – approval process; reorder (move to end); importance of auth rep approval (no turning back) Authorized Representative Approved is the last and final step in submitting the complete application. You CANNOT reverse this status, so be sure you are completely satisfied with the application prior to changing this status. Additionally, any application not in this status prior to the CCIP deadline in April will not be considered for funding. If submitting more than one app, enter all apps before clicking Draft Completed.

Funding Application: Print Application Click Print to print the entire application or individual sections

Funding Application: Sections Validations Click to view Warnings (can complete app) and/or Errors (cannot complete app) Click here to View and Add History Log (HL) comments Budget – Enter proposed budget Allocations – Approved applications will receive allocations by July 1st Contacts – Funding Application Contact for your 21st CCLC application

Click here to view revisions Sections Page Click here to view revisions Click here to View and Add History Log (HL) comments CHANGE Click here to View All Pages or Sections Only Click to view Warning and/or Error Validations

Print Feature Converts entire Plan into PDF file, opens it in a new window for printing.

Learning CCIP Is like learning how to complete a Rubik’s Cube Learning CCIP Is like learning how to complete a Rubik’s Cube. The best way to learn is by doing. I hope this PowerPoint has provided you with an understanding of the CCIP Planning Tool and the skills necessary to start the planning process. Thank you for your time this morning. I will now take some questions from the audience.

Questions

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