SCSEP’s New Tool for Calculating Enrollment and Spending Go Figure SCSEP’s New Tool for Calculating Enrollment and Spending April 6, 2009

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Presenters Presenter: Bennett Pudlin, Charter Oak Group Moderator: Judith Gilbert, SCSEP National Office

‘What If?” enables grantees to: Go Figure! ‘What If?” enables grantees to: Determine how much Recovery Act funding they are likely to spend at any level of enrollment for: A single quarter Total grant (five quarters) See the number of participants remaining at the end of the Recovery Act grant

Go Figure! In the regular SCSEP grant… Funding and enrollment are continuous from year to year With no exits or enrollment, the cost per participant will support each slot for the entire year

Go Figure! In the Recovery Act grant… No carryover participants New enrollees have heavy attrition in the first three quarters Funding ends June 30, 2010 Unique situation

Go Figure! The tool’s formulas account for: Attrition rate of new enrollees Average duration for continuing and newly enrolled participants per quarter Average cost per participant

Go Figure! How to customize the tool: Grantee must enter the amount of its Recovery Act grant (Note 1) Grantee must enter modification factors for PYs 2008 and 2009 (Note 6) The tool uses nationwide average attrition and duration rates – grantee may want to change them (Note 4)

Grantees must not change fields regarding: Go Figure! What NOT to customize: Grantees must not change fields regarding: Note 5 (cost per day) Note 3 (Recovery Act spending by quarter)

Go Figure! How to use the tool Grantees can enter any number of enrollments into the yellow fields for each quarter (Note 2) Adjust the number of enrollments per quarter until you have spent all the grant money Experiment with different approaches to ramping up and down

Even distribution of enrollments across all 5 quarters (current): Go Figure! Scenario 1: Even distribution of enrollments across all 5 quarters (current): 77 new enrollments 53 participants in the program on June 30, 2010

Frontload - all enrollments in Q4 PY 2008 Go Figure! Scenario 2: Frontload - all enrollments in Q4 PY 2008 49 enrollments 21 participants remaining on June 30, 2010

Backload – all enrollments in Q4 PY 2009 Go Figure! Scenario 3: Backload – all enrollments in Q4 PY 2009 279 participants 257 participants remaining on June 30, 2010

Go Figure! Why enroll participants ASAP? Spend the dollars for intended purpose Lessen the participant recruitment burden Minimize Recovery Act participants remaining at the end of the grant

Go Figure! Update with actual expenditure data Reduce the total amount of the grant by the amount spent in first quarter Enter 0 into the enrollment field for the quarter Adjust enrollment levels for remaining quarters to spend remaining Recovery Act funds Make adjustments for each quarter as expenditures become known

Go Figure! Caution The tool is just a planning guide Many factors can cause actual spending to differ from the tool’s projections Monitor spending closely and adjust enrollment targets each quarter

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