1. Operationalize Our Perkins and CTEIG Spending in One Google System
Educating for Careers Conference
3/4/2019

2. Focus for Today
$ on the background

3. Who are we? Anna (PoWa) Wong Senior Administrative Analyst
Career Pathways
San Francisco Unified School District
Joanna Huang
Administrative Assistant
Career Pathways
San Francisco Unified School District

4. Our Audience Teacher Site Administrator Central Office Clerical Team
Central Office Admin IT
Other

5. What is your current process for allocating, ordering/spending, monitoring, tracking and reporting for Perkins or CTEIG?
What are the struggles?
2 mins: Give them post-it to write note
3 mins to talk: Turn to your partner and talk about the questions. Then hear shoutout from examples in the crowd
2 mins: capture on poster

6. SFUSD Pathway Population
3,864 students are enrolled in 41 CTE Pathways across 13 high schools

7. Major Object Codes 1102 - Substitute 1105 - Extended Calendar
4000’s - Equipment & Class Materials
5000’s - Transportation

8. Substitute
PD, field trip, conference, curriculum planning

9. 1105 - Extended Calendar Teacher are stretched in the day
PD, field trip, conference, curriculum planning, special event-showcase, advisory board meeting

10. 4000’s - Equipment & Class Materials
Computer, printer, cameras, gardening tools, soil

11. 5000’s - Transportation
Field trip, workplace tour, college tour, job shadow

12. Number of Requests 2017-18 vs 2018-19
Teacher starts to use CTE request form this year
Request becomes more detail

13. Problems How do we better report to Perkins?
How do we make sure stakeholders have clear communication and information they need to make decisions?
How can we set up a system with a better user experience?
How can we best utilize a system to spend strategically?

14. One Goal in Mind
We all have the same purpose to support student success in school, and we are able to do it through the funding from California Department of Education.

15. The System
Site
Local Budget
Teacher, site coordinator and TSA (Academy Coordinator) receive a copy of budget spreadsheet pertains to their site.
Submit Request
They will submit request using line item as a reference to the budget allocated.
Site
Purchasing/Tracking
After getting approval from CTE administrators, order is placed. Purchase is tracked from encumbrance to final payment in preparation for reporting
Central
Reporting
Quarterly fiscal reports are produced and submitted to Perkins as well as providing a copy to teacher, site coordinator and TSA.
Central
Break down line item and how it works. Show the workflow of how system works. Create slides of
Part 1: User experience and how user. How do you current communicating budget with your sites?
Part 2: Technical Tools that you use to use to get that

18. The System Part 1 Local Budget Submit Request Purchasing/Tracking
Site
Local Budget
Teacher, site coordinator and TSA (Academy Coordinator) receive a copy of budget spreadsheet pertains to their site.
Submit Request
They will submit request using line item as a reference to the budget allocated.
Site
Purchasing/Tracking
After getting approval from CTE administrators, order is placed. Purchase is tracked from encumbrance to final payment in preparation for reporting
Central
Reporting
Quarterly fiscal reports are produced and submitted to Perkins as well as providing a copy to teacher, site coordinator and TSA.
Central

19. Program Grant Management System (PGMS)
Create Local Budget Spreadsheet
Create local budget spreadsheet (reference table) with line items that have the same narrative as input onto Program Grant Management System (PGMS)
Reference Table
Program Grant Management System (PGMS) 1 2 3
Add link to budget spreadsheet - 2/26/19

20. II. Create Google Request Form and Setup Add-On
Using Add-on to setup automated notification to requester with a PDF attachment

21. Check add-on data privacy policy before installation
Make sure to check Privacy Policy before installation

22. III. Communication with Stakeholders
Provide both local budget spreadsheet and Google form to teachers, site coordinators, and TSAs.
Break down line item and how it works. Show the workflow of how system works. Create slides of
Part 1: User experience and how user. How do you current communicating budget with your sites?
Part 2: Technical Tools that you use to use to get that

23. IV. Submitting Request using Line item
Reference Table
Break down line item and how it works. Show the workflow of how system works. Create slides of
Part 1: User experience and how user. How do you current communicating budget with your sites?
Part 2: Technical Tools that you use to use to get that

24. V. Receive Confirmation
Requester receives a PDF copy of the request via for easy reference and for them to complete the submission process with next step depending on the type of request being submitted

25. Demonstration
Joanna

26. Sample Form
Joanna 5 mins

27. Sample Resource & Line Item#
Joanna

28. The System Part 2 Local Budget Submit Request Purchasing/Tracking
Site
Local Budget
Teacher, site coordinator and TSA (Academy Coordinator) receive a copy of budget spreadsheet pertains to their site.
Submit Request
They will submit request using line item as a reference to the budget allocated.
Site
Purchasing/Tracking
After getting approval from CTE administrators, order is placed. Purchase is tracked from encumbrance to final payment in preparation for reporting
Central
Reporting
Quarterly fiscal reports are produced and submitted to Perkins as well as providing a copy to teacher, site coordinator and TSA.
Central

29. Make Purchases based on Request Responses
Central office will receive a PDF request via
Data is collected via Google Spreadsheet
Estimated Cost Spreadsheet
-Print out PDF attachment to obtain supervisor signature
-Paper filing
-Google Spreadsheet for tracking orders (when, who, what, where); any duplicates;

30. Reference Data from Estimated Cost Spreadsheet to Actual Expenditure Spreadsheet
Invoices received
Key character: Reference ID,

31. Track Payments Actual Expenditure Spreadsheet
Record spending as central office processes each request.
Key characters: Voucher ID & Number in Binder)
(how much, invoice#, Voucher ID-check #)

32. III. Create Report

33. Estimated Cost Spreadsheet Actual Expenditure Spreadsheet
Reference Table
Estimated Cost Spreadsheet
Actual Expenditure Spreadsheet
Turn to your partners and talk about What make sense and what’s interested. Any questions you have

34. Step 1: Identify Key Field
Create your own reference ID to connect requests (estimated cost) with actual expenditures
Actual Expenditure Spreadsheet
Estimated Cost Spreadsheet

35. Step 2: Getting the Actual Expenditure
Actual Expenditure Spreadsheet
Use pivot table to get the total amount of actual expenditure per request

36. Step 3: Getting Detail of each Order
Actual Expenditure Spreadsheet
Pivot table can also be used to look up specific detail of each request

37. Step 4: Data Entry
Look up the line item from reference table and fill in the information on the table before entering on the PGMS

38. Step 5: Calculate Encumbrances and Balance
Create columns to calculate encumbrances and balance to help monitor spending

39. Step 6: Submit Report
Use the reference table to report back to Program Grant Management System (PGMS)

40. Step 7: Communication
Circulate the updated fiscal report to teacher, site coordinator, and TSAs.

41. Things to consider Each site should have its own reference table
Train stakeholders how to use reference table
Number field contains number ONLY
One vendor per equipment request
Limit number of items per equipment request
Check add-on data privacy policy before installation
Identify workflow in your department
Heavy emphasis on data entry and data cleaning

42. Questions?

43. Thank you!! Anna (PoWa) Wong wongp@sfusd.edu Joanna Huang

44. Bonus - Tableau
Data collected in Google sheet can be linked directly to Tableau which create Perkins Expenditure Live Data Dashboard