© 2009 2020 company, llc. proprietary and confidential. all rights reserved formula grant...

© 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved

Formula Grant Electronic Application System for Indian Education (EASIE)

John SmithTitle

Month XX, 2009 © 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved

January 2012


Agenda

• What is Formula Grant EASIE?

• Advantages of Online Process

• Timeline for Parts I and II

• Changes From Last Year

• Features of EASIE System

• User Roles

• Formula Grant EASIE Process

• Navigation, Question and Answer Formats

• Data Pre-population

• Training and Outreach

• Important Dates to Remember

• Online Demonstration


What is Formula Grant EASIE?

The Formula Grant Electronic Application System for Indian Education (EASIE) is the online application procedure.

Data is stored directly into the database which lessens the time it takes to get to the data analysis phase.


Advantages of Online Process

EASIE System is easy-to-learn and easy-to-use.

Review process is much faster.

Live technical and policy support is available during business hours via phone, email or fax.

Application is divided into two separate parts.

EASIE was used for the 07-08, 08-09, 09-10, 10-11, and 11-12 grant application process, and _ has been extremely successful.


Timeline for Parts I and II

Formula Grant EASIE is divided into two parts with each part having a separate open and closing time period to access it.

• Part I: Student Count • Enables you to select your applicant type and to submit your Indian student count by

category and total. Count screens are tailored to the applicant type you choose. • Part I opens January 09, 2012, and will close at 11:59:59 P.M., Washington, DC Time

on February 10, 2012.

• Part II: Program and Budget Information• Provides your award amount based on the Indian student count total submitted under Part I.

Part II also enables you to enter student performance data, identify your project’s services and activities, and build a realistic program budget.

• Part II is scheduled to open April 2, 2012, and will close at 11:59:59 P.M., Washington, DC Time on May 4, 2012.


Changes From Last Year

There are no changes for Part I of the SY 2012-13 application.


Features of EASIE System

Users can view/download a PDF version of their Formula Grant EASIE application at any time.

Unique tracking number for each Formula Grant EASIE question to assist in faster referencing.

Online Getting Started materials, FAQs, and Partner Support Center are available to assist in completing the Formula Grant EASIE application.

Managing users can easily create a new version of their Formula Grant EASIE application when updates need to be made to a certified version.

Specific data is pre-populated from EDFacts. Built in validity edit checks for improved data quality.



Formula Grant EASIE will be accessible via the EDEN Web Portal: https://eden.ed.gov/Survey

EDEN Submission System (ESS) – Login Window



Provides access to everything necessary for an applicant to complete their Formula Grant EASIE application and submit to ED.

Formula Grant EASIE Application



Provides introductions, instructions, and general navigation tips.

We strongly recommend all users read through this section prior to beginning their Formula Grant EASIE submission process.

Getting Started Supporting Screens



Formula Grant EASIE Menu Options

Allows users to view/download the current and previous year’s EASIE submission in a PDF file.

Allows users to link directly to the data entry sections of Part I.

Allows users to view progress (not started, started and finished).


User Roles

General User Enters the student count (or application) data into the system. May not certify the application or create a new version. Most often support staff doing initial entry of application data.

Managing User May submit student count and other application data. May certify the application. May create a new version of the application after the application has been certified. Only a Managing User may create a new version; therefore each applicant must have at least one Managing User. Could be the Project Director with comprehensive knowledge of the program and the ability to edit the application as well as certify in the absence of a designated Certify User.

Certify User May certify the application after all sections are filled out and reviewed for accuracy; is an official legally authorized to submit Formula Grant EASIE. May not enter or edit data or create a new version. Should be a Superintendent or Principal as authorized by the entity.


User Roles

Notes on certifying: The Certifying Official for the entity can technically be either a Managing User or a Certify User. Entities are encouraged to place the onus for certifying the application as high up within the organization as possible, i.e. a principal or superintendent. Managing Users can certify as a backup to the Certify User, but whenever possible, the user internally determined to have the highest authority should be the person to certify the application.


Formula Grant EASIE Process

Step 1. Indicate Applicant Type:

•LEA (Not part of a Consortium). •LEA (Consortium Leader).•Bureau of Indian Education.•Tribe Applying in Lieu of LEA.

Step 2. Provide a number break down of eligible Indian children.

Step 3. Provide the total number of all students enrolled in the applying entity.

Step 4. Person deemed responsible by the entity reviews the data in preparation for certification of your entity's application.

Step 5. Certifying Official for the entity, i.e. the Superintendent or an authorized official, certifies the application.



Student Count process is described.

Detailed description of the 5 step Part I process.



Ability for user to choose type of application.

Users can choose from four different types of applications.

Users’ choice will dictate the path of the application. Verify this information with the entity’s authorized official.

BIE schools should choose BIE, not LEA.



Ability for user to provide detailed Indian Student Count.

Users indicate number of Indian students in each of four categories.

Total is system-calculated.

Users enter start and end dates for the count period. Total # of days is system-calculated.



The ED 506 Form The ED 506 Form required for every Indian Student counted by almost all applicants (BIE schools using ISEP are the only exception).

The ED 506 Form must be completed and signed by the parent.

The ED 506 form is the official document for certifying tribal membership.

Blank form available for download in section 4 of Getting Started.

The ED 506 Form may not be altered in any manner.



Count Period described.

Excerpt from FAQ describing count period.

Technical and policy information available in the FAQ.

The FAQ Document should be the first step in troubleshooting EASIE.



Ability for user to provide count of all students in LEA.

Indian Student Total is populated with data from previous screen.

If previously provided to EDFacts by the SEA, total student count for the LEA is available for use.

Users are able to accept EDFacts data or to enter their own data.



Ability for user to indicate a section is “finished”.

Summary of data entered so far allows users to double-check their application.

If corrections need to be made, click on the “Back” button to make changes to previous sections.

All sections must be labeled as “Finished” for the entity to be able to certify the application.



Managing or Certify User begins certification process

Managing and Certify Users can start the certification process.

PDF versions of both current and prior year applications are available.

Users cannot begin to certify unless the entire section is “finished”.

Certification is critical because your application is not submitted to ED until it is certified and uncertified applications will not be awarded grant funds.



Ability for designated user to officially certify and submit the application to ED.

Managing or Certifying Users can certify the application.

Once an EASIE application is certified, no updates can be made to data without creating a new version.



Ability for Managing User to update the application after it has been certified.

Only a Managing User can create a new version.

Once a new version is created, the section will change from Finished to Started.

The information from the previous application is pre-populated in the new version.

System creates a copy of previously certified version and archives original.



The application is not considered complete and will not be transmitted to the U.S. Department of Education until it is certified. ‘FINISHED’ is not the same as ‘CERTIFIED’.

Be sure to print and/or save a copy of your application once you have certified. When the application period closes, you will no longer have access to print or download what you have submitted.

Application updates can only be made during the open period. An entity may decrease, but not increase the Indian student count once EASIE Part I has closed.

Reminders!


Navigation

BACK button will appear on almost every screen. Allows users to save and return to previous screen. Use this button, rather than the browser Back button.

CLEAR button will allow the user to clear the information that they have typed in a particular question/screen prior to last save.

SAVE button will allow users to save their work without going forward or back.

CONTINUE button will automatically save the data entered and move the user to the next screen.


Question and Answer Formats

Text Data. For the questions that require textual responses we recommend that users compose and save their response in Word and then use the copy and paste feature to copy their response into the appropriate question. The system limits the number of characters you can enter into text fields.

Numeric Values. Each of the numeric fields have basic validity edits built in (e.g., student counts should be provided in whole numbers). Incorrect data will trigger the appropriate error message.

Single choice responses. For the sections that capture Either/Or data, indicate the answer as required using clickable radio buttons.

Check-box Data. For the questions that capture data with the potential for multiple responses, indicate all answers that apply by checking the appropriate boxes.


Data Pre-Fill

ED will pre-populate a number of tables in Formula Grant EASIE from state submissions to EDFacts.

Users may do one of three things to complete the EASIE data fields on the right side:

Enter data directly into the EASIE data fields. Copy the EDFacts pre-population data to the EASIE data fields,

individually or all at once. Copy EDFacts pre-population data to the EASIE data fields and modify

as needed.

The data for pre-population is refreshed from the EDFacts database on a nightly basis.

In Part I, the total student count for the entity is the only place where pre-filled data may appear.


EASIE Supporting Documentation

Where do I go for… List of FAQs? Click the Getting Started button. Access

the Download FAQ button. EASIE Help File? Log in and click the Getting Started

button. This is a help file to assist you with submitting your application.

List of Federally Recognized Tribes? Official list is available at:

– Department of the Interior: http://www.doi.gov– Department of Education, Office of Indian Education:

http://www.ed.gov/programs/indianformula/resources.html

State Recognized tribes are listed with the state they are located.

Additional details about tribal affiliation is available in Question 4.7 of the FAQ.


Training and Outreach

Partner Support Center will: Be available to answer questions and resolve user

account issues. Distribute regular broadcasts providing Formula Grant

EASIE applicants with updates and helpful hints on successful completion.

Conduct two additional WebEx Demonstrations: January 19, 2012, from 11:00 a.m. – 12:00 noon EST (beginning at 10:00

a.m. CST, 9:00 a.m. MST and 8:00 a.m. PST)https://www1.gotomeeting.com/register/672475584

February 2, 2012, from 3:00 – 4:00 p.m. EST (beginning at 2:00 p.m. CST, 1:00 p.m. MST and 12:00 noon PST)https://www1.gotomeeting.com/register/122040112

Provide a link to a recording of the first Webinar.


Support for Formula Grant EASIE

Hours of Operation: 8:00 a.m.6:00 p.m. Eastern Standard Time (EST) -- Monday-Friday except federal holidays.

PSC will be closed Monday, January 16, 2012 in observance of Martin Luther King, Jr. Day.

Contact information Telephone: 877-457-3336 (877-HLP-EDEN) Fax: 888-329-3336 (888-FAX-EDEN) TTY/TDD: 888-403-3336 (888-403-EDEN) E-mail: [email protected]

Partner Support Center (PSC)


Important Dates to Remember

Part I: Opens January 9, 2012 Closes February 10, 2012 Webinars

Thursday, January 5, 2012 at 3:00 p.m., EST Thursday, January 19, 2012 at 11:00 a.m., EST Thursday, February 2, 2012 at 3:00 p.m., EST

Part II: Opens April 2, 2012 Closes May 4, 2012 Webinars

TBD


Formula Grant EASIE

Part I Online Demonstration

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