excess and appeals: requests tool and scoring tool may 30, 2012
TRANSCRIPT
OVERVIEW• With stable budgets excessing this year should
be very limited. – Chancellor’s webcast.• Planning a School’s Budget
– Complete all Galaxy Updates Frequently• Modify and approve budgets timely• Schedule CFES and recouped funds immediately upon Cluster approval
• Excess and Appeals Request Tool– Tool will be updated for Galaxy data 2x per week
• Excess Scoring Tool: To Measure– School’s performance on various hardship factors– Scheduled per capitas against system-wide thresholds– Scheduled per capitas including requested CFES and appeals funds against
system-wide thresholds2
CFES & APPEALS REQUEST TOOL
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• Used by Networks to enter, edit, and review approvals of CFES and Appeals funding
• Used by Clusters to approve CFES requests• You can follow along with the demo tools by
following this path: – R:\All Central Offices\CFN Contact Database\Excesses and Appeals FY13– Files:
• request_tool_cluster_01_a.accde• request_tool_cluster_02_a.accde• request_tool_cluster_04_a.accde• request_tool_cluster_05_a.accde• request_tool_cluster_06_a.accde
WELCOME SCREEN
1. Enable All Content Press the
Options button in the message bar
Select Enable for All Options
2. Select :“Make Requests”
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HOME PAGE : SUBMITTING A REQUEST Use these
buttons to create new Excess or Appeals requests
Click: “New Excess”
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Select Network & School
Enter the Position Type of the Excess by Ped & Non-Ped Titles Click blue links for lists of excessible
titles
Enter all Titles and Reasons for total requested Excessing.
Enter the intended scheduling uses of requested CFES Funding. Should be scheduled to address the
areas of greatest financial need Intended Uses must sum to the total
value of Excesses requested.
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EXCESS REQUEST TOOL
Once satisfied with request, press SAVE EXCESS
Once an excess request has been saved: A permanent record is stored The request can be edited It is now available for cluster review
and approval The impact on Galaxy scheduled
per capitas can be reviewed in a separate “Scoring Tool”
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EXCESS REQUEST TOOL
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Select School and Network Enter the intended use, and
the reason for the appeal need. If appropriate, enter the number of positions funded by the appeal.
Enter the dollar value. Enter any critical additional
information.
Submit one request per item of anticipated funding.
Once finalized, SAVE
SUBMITTING AN APPEAL REQUEST
Displays: All exportable
1. Network Summary
2. School Summary
3. School Excess Request Details
4. School Appeal Request Details
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HOME PAGE : SUMMARIES
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SUMMARY OF REQUESTS BY NETWORK
All Submitted requests appear here in the Network Summary.
Click on a Networkto see Request Details
Network Summary can be exported to Excel for review.
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View school details of submitted excess and appeals requests, in addition to cluster “reviewed” status.
School Summary can be exported to Excel.
Click on a School to see Excess and Appeal Request Details
SUMMARY OF REQUESTS BY SCHOOL
Network 401 selected and displaying
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Edit an existing request by pressing the “Edit” button; updating request and pressing save.
EDIT EXISTING REQUESTS
Submitted Excess Requests
Submitted Appeals Requests
Network 401 & School K691 selected and displaying
Excess Scoring Tool
• Imports Scheduled Galaxy Data (snapshots taken twice per week)• Evaluates each school based on “hardship criteria” • Compares Scheduled Values against Excess Eligibility Criteria and gives a score
to each school• Imports Submitted Excess and Appeals Requests and Approvals from Request Tool
• Updates per-capitas for submitted requests• Evaluates the new requested per-capitas relative to system-wide thresholds
• You can follow along with demo tools by following this path:• R:\All Central Offices\CFN Contact Database\Excesses and Appeals FY13
• File by Galaxy Download Date:• Excess_Scoring_Tool_2012-05-21-a.xlsb
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Date of Galaxy Download
Excess Request Scoring Tool
1. Enable All Content Press the
“Options” button in the message bar
Select “Enable” for All Options
2. Select:“View Scoring” Button
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Reviewing the Scoring Tool
… OR … Evaluate by school, by network, by cluster, or groups of schools
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Reviewing the Scoring Tool: Updating for Current Requests
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Time & Date of Data for Excess & Appeal Requests.
Close and Re-Open the Scoring Tool to Obtain the Latest Excess and Appeals Request data
Reviewing the Scoring Tool: A Single School
Enter school DBN here
Financial Threshold After Pending Excess: School passes with register loss >3.5% and 2+ of 4 criteria.**
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Register Loss Threshold: School passes with a register loss of >3.5%.
Financial Threshold: School passes with register loss >3.5% and 2+ of 4 criteria.*
*As of Galaxy Date**After Pending Excess Request as of Request Data date & time
Selecting Groups of Schools for Review
Use dropdown boxes to select particular• schools,• clusters, or• networks
for review.
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Excess Request Scoring Tool: Basics
• One row per school
• Evaluate each school against the suggestedthreshold
• Green: Good, More eligible for Excessing
Pass Financial Threshold only if pass Register Loss Threshold too
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Use the buttons to expand any section in order to view details
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• Register Loss Threshold: Does school have greater than 3.5% register loss?
• Financial Threshold: Does school pass threshold for Scheduled Galaxy data?
• Financial Threshold After Excess Pending: Does school pass threshold for Scheduled Galaxy data plus pending Excess Requests?
• FTE Info: View School’s FTEs
• School Info: View ATS, student need, budget info, Progress Reports, etc.
• Excess Info: View Excess Requests
• Excess Adjust: Calculations to adjust Galaxy data for Requests
Excess Request Scoring Tool: Details
Excess Request Scoring Tool: Sections
Financial Threshold: Using Galaxy Scheduled Data*
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Press the button to expand each section
* Note: Date of Galaxy data in upper left-hand corner
Scoring Tool: Galaxy Scheduled DataEvaluates each school’s Scheduled Galaxy Data against
Four per-capita thresholds (Per Diem, OTPS, Cumulative, & Shortfall),based on the school’s Size-Level Group
Pay most attention to the cumulative per capita and final score
Press the button to view criteria per-capita thresholds
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Press the buttons to expand & collapse sections
REVIEW SUBMITTED REQUESTSAGAINST CRITERIA THRESHOLDS
Adjusts each school’s Scheduled Galaxy Data by Pending Excess Requests, according to intended use
• Expand the “Excess Info” section to view details on Pending Excess Requests
• Expand the “Excess Adjust” section to view the calculation for adding Requests to Scheduled Galaxy data
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ADDITIONAL SECTIONS: SCHOOL INFONote in this section:
• New & Turnaround School flags; • Average Teacher Salary
Expand to view School Info