Head Start Grants Management Phase 2 Post-Release Webinar August 2013

Agenda o WebEx Overview o Head Start Grants Management New Functionality: Budgets & Budget Revisions Quarterly Expenditure Reports (QER) Final Expenditure Reports (FER) & Inventory Reporting Program Review Instruments (PRI) Child & Staff Transfers Associated Alerts Reports Waivers o Where to go for Training Materials and Help o Where to go to Learn More 2

WebEx Overview o Cisco WebEx is a tool used for conducting webinars. o Features include: Chat Polling Audio o To mute phones: Press *6 to mute Press *6 to un-mute Please keep phones on mute during the webinar. o When joining, if prompted to to install WebEx add-on, click: “Don’t want to install software? Run a temporary application to join this meeting immediately.” 3

New Functionality for Head Start

Head Start Grants Management Phase 2 5 o Some business functions associated with administering the HSSAP grant program are supported through PELICAN PA Pre-K Counts; however, there is still manual and paper-based work that was not supported in PELICAN. o Through the implementation of Head Start Grants Management Phase 2, PA Pre-K Counts functionality and grant structure has been reused for the Head Start/Early Head Start users. This functionality includes: Budget revisions Quarterly Expenditure Report (QER) Final Expenditure Report (FER) Waivers Program Review Instrument (PRI) Child and Staff Transfers Inventory Reporting Associated Alerts Reports

Budgets & Budget Revisions 6 o Lead Agencies could previously submit line-item detail budgets. Now, Lead Agencies can create Pass Through Budgets for Partner Agencies and they can submit completed line-item detail Pass Through Budgets as well through PELICAN. o Through the implementation of this initiative, line-item detail budget revisions can be prepared for Partner Agencies and submitted in PELICAN for OCDEL and the PA Key to review, including a detailed review by Preschool Specialists. o If Pass Through Budget revisions are required for a Partner Agency budget (Pass Through Budget), they will be available for revision in PELICAN. o After Pass Through Budgets are approved by OCDEL, summary and detail budget reports can be printed in PELICAN.

Quarterly Expenditure Reports (QER) 7 o OCDEL requires Lead Agencies to submit quarterly reports that detail how they have spent HSSAP funding. o Now, HSSAP can complete QERs in PELICAN. o Through the implementation of this initiative, HSSAP Lead Agencies now have the same functionality as PA Pre-K Counts Lead Agencies to submit quarterly reports in PELICAN. o Reports are now available for review by staff at OCDEL and the PA Key in PELICAN, including a detailed review by Preschool Specialists. o If budget modifications are required, they can now be made and submitted in PELICAN.

Final Expenditure Reports (FER) & Inventory Reporting 8 o OCDEL requires Lead Agencies to submit final expenditure reports in PELICAN that detail how they have spent HSSAP funding throughout the previous year. o Lead Agencies must also submit inventory reports through PELICAN. Partner Agencies must submit Inventory Reports as well. These reports list any equipment purchased, if over $5,000, using HSSAP funding. o Inventory Reports are reviewed by Preschool Specialists, PA Key staff and OCDEL staff and can be returned to the Lead Agencies for modification. o If agencies are participating in multiple OCDEL grant programs through multiple local partnership arrangements, Lead and Partner Agencies can submit separate inventory reports in PELICAN for funding associated with HSSAP and funding associated with PA Pre-K Counts grants.

Program Review Instrument (PRI) 9 o On an annual basis, Specialists visit each location within a HSSAP Lead Agency to conduct a PRI. o Through the implementation of this initiative, Specialists are now able to enter and manage PRI data for HSSAP agencies in PELICAN instead of Excel templates. o Specialists are now able to create and manage multiple PRIs for Agencies that may be involved in both HSSAP and PA Pre-K Counts.

Child & Staff Transfers 10 o Through the implementation of this initiative, a Lead Agency is now able to use a transfer tool in PELICAN to transfer information on a child from one location within the Lead Agency’s grant, including Partners, to another, avoiding the need to re-enter data required for enrollment. Note: Partners do not have the ability to complete transfers. o Through the implementation of this initiative, a Lead Agency is now able to use a transfer tool in PELICAN to transfer information on a staff member from one location within the Lead Agency to another, avoiding the need to re-enter staff data.

Associated Alerts 11 o Through the implementation of this initiative, all existing alerts for PELICAN PA Pre-K Counts will be used for the Head Start users. o New alerts include: Budget Revision New alert “Budget Revision Returned”, which is cleared when the budget revision has been resubmitted, will be sent to Specialists and Lead Agencies to allow for the tracking of budget revisions. Quarterly Expenditure Report New alert will be sent when a QER is due in 10 days and the due date is approaching. The alert is cleared when the Lead Agency submits the QER. New alert will be sent when a QER is 10 days past due and has not been submitted by the deadline. The alert will be cleared when the QER is submitted by the Lead Agency.

Associated Alerts (Cont’d) 12 Final Expenditure Report – new alerts will be sent when: FER is due in 10 days and the due date is approaching. The alert is cleared when the Lead Agency submits the FER. FER is 10 days past due and has not been submitted by the deadline. The alert is cleared when the FER is submitted by the Lead Agency. FER has been returned, both Specialist and Lead Agency receives an alert. Alert is cleared when the Lead Agency resubmits the report. Inventory Report New “Inventory Report Available” alert is sent to Partners for both Pre-K Counts and Head Start when a Lead Agency activates the report. The alert should be cleared when the Partner Agency submits the report. New “Inventory Available Returned” alert is sent to Partners for both Pre-K Counts and Head Start when a Lead Agency returns the inventory report. The alert should be cleared when the Partner Agency submits the report.

Reporting Functionality for Providers 13 Printable Reports Budget Detail (existing) Budget Revision Budget Revision Summary Pass Through Budget Pass Through Budget Revision Final Expense Reports (FER) Quarterly Expense Report (QER) Program Review Instrument (PRI) Inventory Report Overnight Reports Provider Grant Detail Child Risk Factors Waivers ERS Score Compliance Narrative Response

Waivers 14 o Through the implementation of this initiative, Lead Agencies are now able to view approved requested in PELICAN for waivers of HSSAP. o Also, to facilitate participation in multiple OCDEL programs, the PA Key staff is now able to submit in PELICAN separate waiver records for HSSAP and PA Pre-K Counts. o Waiver functionality has been made available in PELICAN for the rare circumstance that OCDEL requests this to be completed.

Where to go for Help… 15 With the implementation of Head Start Grants Management Phase 2, new training materials have been produced and all existing training materials relevant to this initiative have been updated. These training materials and other methods for help can be found through the direction below: PA Key Website: »Training, Resource Materials and Tip Sheets - To access these resources, including for frequent system activities, users can access and click on the link for Early Childhood programs and then click on PELICAN (listed on the left hand side in the red column). Within PELICAN: »On-Line Help – This resource provides users with instructions on using the system and system features. To access this resource, users click on the “Help” button at the top of the screen within the Early Learning Network, and then select from a menu of On-Line Help topics. Direct Support: »ELN Help Desk – To access this resource, users may contact the ELN Help Desk at: or »Pre-School Specialists – Your Pre-School Specialist can be contacted directly.

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