Comprehensive Continuous Improvement Plan (CCIP) Training Module 5 Funding Application Workflow, Communication, and Tracking

Agenda History Log Comments Contacts Assurances Submission and Approval Process Substantial Approval External Data Import Implications Changes CCIP Training Module 5

History Log Comprehensive list of all status changes that have occurred in a funding application Who did it When Correspondence between organizations and DPI on funding application issues CCIP Training Module 5

Comments Ideal means of communication between LEA and SEA Facilitate explanation and clarification without having to send funding application back to organization for modification and resubmission Comments are permanently stored with the funding application that they pertain to Offer great historical context and insight into why application may have been filled out in the way it was CCIP Training Module 5

Comments Requiring Follow-up By default, comments and status display in chronological order within the app they occurred in NCDPI can mark a comment as Attention Needed Attention Needed comments will: Appear at top of history log Appear in current revision, even if they were made in a previous revision NCDPI should uncheck when issue is resolved CCIP Training Module 5

Emailing Comments Comments can be emailed to targeted users When box checked, list of positions is rendered on page CCIP Training Module 5

Selecting Comment Recipients Highlight the name of recipient groups and click Add Adding recipients not in Contact Group lists: Type email address in Additional Recipients field and click Add Repeat for each Additional Recipient Click Trash Can icon to delete recipient group Click Recipient Summary to see a list of people who will receive email CCIP Training Module 5

Contacts Page District required to select a Funding Application Contact and Homeless Contact Funding App Contact is default recipient of workflow status change notifications Federal requirement that all districts specify Homeless contact CCIP Training Module 5

Assurances Page Read-only list of Assurances for this funding application By submitting application, organization is agreeing to be bound by the listed Assurances CCIP Training Module 5

Funding Application Workflow CCIP Training Module 5

Changing Status Prerequisite checks Does user have permission? Does time frame allow for this status change? Is application valid? (may not run depending on status) CCIP Training Module 5

Status Change Outcomes Entry added to History Log documenting the change Next person in submission workflow notified by email that application now requires their attention Application may be locked down or unlocked Grants may receive Substantial Approval Application may become publicly accessible Copy of Plan may be archived Application revision may be created CCIP Training Module 5

Substantially Approved Dates Page Read-only page When the Chief Administrator approves a funding application, grants in that application with budget greater than zero are marked Substantially Approved It is on this date that expenditures against these funds can begin to occur Approval prior to July 1? Date will be set to July 1 CCIP Training Module 5

External Data Import Implications Organization, Allocation, Budget, and Building Eligibility data is imported from other NCDPI systems NCCCIP may automatically perform a status change on an organization’s application Move to Draft Started when budget data is imported Move to Revision Started when Allocation, Budget, or Building Eligibility data changes CCIP Training Module 5

External Data, Workflow, & Validation CCIP will import data from external systems while funding application is in approval process Imported data may fail CCIP business validations Return application not approved -> Resolve issues -> Resubmit Changes to Budget or Building Eligibility data require resubmission, even if data passes validation Budget and Building Eligibility data are LEA entered Users are being asked to approve an application that has changed since its submission Valid budget changes will only require resubmission if the rolled up amount changed CCIP Training Module 5

Changes CCIP provides a single page listing all of the changes that have been made to a funding application revision Changes column appears on Sections page for revisions 1 and higher No need to manually compare an application to a previous revision to determine what has changed CCIP Training Module 5

Changes…continued Valuable tool for application approvers to focus their time on only reviewing changes to application Filtering Changes All: Show every change Section: Show all changes for pages in that section Page: Show all changes for that page CCIP Training Module 5

Changes Page Each message is a clickable link Clicking link will take user to the screen on which the change occurred CCIP Training Module 5