Chancellor’s Office Webinars June 11, August 22 & 27, September 5, 2013 Completion of EOPS/CARE Final Expenditures in SSARCC (Student Services Automated Reporting for Community Colleges) Presenters: Kelly Gornik & Todd Hoig

Today’s Agenda Brief Overview of SSARCC “Walk” Through the Completion of EOPS and CARE Final Expenditures and Printing Hard Copy Signature Pages in SSARCC Common Error Messages Questions and Answers

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: Two Sets of User IDs and Passwords: One set – allows access to input/update data One set - “Read Only” Both sets are unchanged from CCCCO provides IDs and passwords to EOPS director only

“Returned Funds” and “Unexpended Funds” Mean Two Different Things in SSARCC Final Expenditures “Returned Funds” = Unused funds returned no later than June 30 th on paper Mid-Year Report “Unexpended Funds” = Unused funds reported after June 30 th on Final Expenditure Report

When Do You Use the “Returned and/or Reallocated Funds” Column? If you returned EOPS or CARE funds by June 30 th through Paper Mid-Year Reports If you received EOPS or CARE reallocated funds

“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

“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 to SSARCC help desk: ssarcc-

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” (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.

Let’s Look at SSARCC Screens

College What Is Due Postmarked September 15, 2013?

Where Do I Go for Help? SSARCC Help Desk:

SSARCC Project Team Technology, Research & Information Systems (TRIS) Division: Myrna Huffman, Director, Management Information Systems Barbara Kwoka, MIS & SSARCC (now retired) Todd Hoig, SSARCC Computer Programmer Student Services Division: Sarah Tyson, Dean, Student Services Kelly Gornik, EOPS and CARE Cheryl Fong, EOPS and CARE