1. ePlan Survival Basics for New ESEA Directors 2016 ESEA Directors Institute August 23, 2016

2. Linda Stachera ePlan System Administrator Consolidated Planning and Monitoring Linda.Stachera@tn.gov (615) 53-5209

3. Objectives

4. Objectives ePlan User Access and Contacts Plan Access Roles Public Access The Consolidated Application Additional Resources in ePlan –The Home Page –TDOE Resources –The LEA Document Library

5. ePlan User Access and Contacts

6. The User Access Form New users are added to ePlan after submitting a user access form. The User Access Form is available for download in the TDOE Resources section of ePlan at https://eplan.tn.gov/https://eplan.tn.gov/ You do not need to log into ePlan to obtain a User Access Form. The form is located at the bottom of the page under the heading of “User Access Forms.”

7. ePlan User Access Roles FAQs Fiscal Roles and Approval Roles The roles for LEA Fiscal Representative and LEA Authorized Representative approve all funding applications. A district may have more than one LEA Fiscal Representative. The LEA Authorized Representative should be the Director of Schools. Funding Application Roles Each funding application has a separate role in ePlan. If a user wants to add subsequent funding application roles, he/she must submit an additional user access form.

8. The Address Book ePlan users are listed by access level in the LEA’s ePlan Address Book under the heading of “LEA Role Contacts.” To view district and school users by name, click on the link View all District Contacts located at the top of the Address Book.

9. Funding Application Contacts The Contacts page in the Consolidated Application is where LEAs designate who will be their points of contact for ESEA, IDEA, Title I, Homeless, Migrant, Parent Involvement, etc. TDOE utilizes the information on the Contacts page to generate emailing lists. When LEAs hire new individuals to include on the Contacts page, it may be necessary to start an application revision. Once the contact is updated on the Contacts page, their information will move into the reports used for emailing lists. However, the name in the top portion of the Address Book (LEA Funding Application Contacts) will not display until the application is fully approved. 9

10. Cover Page and Contacts Page If an LEA changes its Director of Schools, ESEA Director, or IDEA Director during the school year, the LEA will need to update this information on the Cover Page AND the Contacts page. Note that information on the Cover Page will not populate in conjunction with entries made on the Contacts page in ePlan.

11. Deleting Users Users who leave employment with the school system should be removed from ePlan immediately on or before the last day of employment. To delete a user, email Linda.Stachera@tn.gov.Linda.Stachera@tn.gov

12. The User Profile Users may update their own ePlan identification information and password by clicking on the link that displays their name, located below the ePlan Sign In menu item.

13. Plan Access Roles

14. To gain access levels in BLUE, send a user access form to the TDOE. To gain access levels in RED, contact your district’s User Access Administrator. School Plan User Access Roles School Plan Data Entry School Plan Reviewer (school administrator/ principal) LEA School Plan Reviewer (district level individual(s) responsible for approving school plans) LEA Plan User Access Roles LEA Plan Data Entry LEA Plan Reviewer (district-level individual(s) who are responsible for approving the LEA plan) LEA and School Plan User Access Roles

15. LEA User Access Administrators The district’s User Access Administrator maintains the ePlan user access for the school users within their district. To find the name and contact information for your district’s User Access Administrator(s), look in your Address Book under “LEA Role Contacts.” The User Access Administrator is the last role in the list of users (alphabetical). Instructions (for Users Access Administrators) on how to add school-level users to ePlan are located in TDOE Resources under “District and School Planning Tool.” To obtain the role of the district User Access Administrator submit a completed user access form to the TDOE.

16. LEA & School Users: Viewing/Editing Plans LEA plan users can view and edit –The LEA plan –All school plans within their LEA School plan users can edit –The school plan for their school School plan users can view –The LEA plan –The school plan for their school –The approved school plans of other schools within their district

17. Public Access

18. Some portions of ePlan are visible to users who are not logged into the system. This is referred to as “Public Access.” Public access may be beneficial for community groups, board members, and other interested parties who may want to see the contents of portions of ePlan. Portions of ePlan that are visible to users who are not logged in include: –The Prioritized Goals and Strategies of approved plans –Approved Consolidated Applications –TDOE Resources

19. How Public Users View ePlan To use “Public Access,” go to the ePlan website at https://eplan.tn.gov/. https://eplan.tn.gov/ From here, go to Search-Organizations. Note that the words “Public Access” indicate that no user is logged into the system.

20. Public Access: Search Organizations Type in the name of a district or school in the “Organization Name” box and click Search. Users may also use a district or school ID or county to perform a search.

21. ePlan Function Shortcuts Click on the link for the district (organization) name to view the homepage of that organization. Shortcuts for portions of ePlan can be accessed from the Function column by clicking on: –PT for the Planning Tool –FA for Funding Applications –RR for Reimbursement Requests

22. The Consolidated Application

23. Consolidated Application Statuses ePlan auto-generates a notification email to the next person in the status chain. ePLAN StatusResponsible Party Draft Started (or Revision Started) LEA Consolidated Director Work on the Consolidated Application LEA Consolidated Director, LEA Consolidated Update, LEA Fiscal Representative, LEA Authorized Representative Draft Completed/Revision CompletedLEA Consolidated Director LEA Fiscal Representative Approved or NOT ApprovedLEA Fiscal Representative (CFO or Treasurer) TDOE CPM Regional Consultant ReviewedCPM Regional Consultant TDOE CPM Regional Consultant Returned - Revisions Needed** CPM Regional Consultant TDOE CPM ApprovedCPM Director(s)/Designated TDOE Program Staff TDOE CPM Returned NOT Approved**CPM Director(s)/Designated TDOE Program Staff LEA Authorized Representative Approved or NOT Approved LEA Director of School/Superintendent **Review the Consolidated Checklist for necessary revisions. Note that funding applications that are “not approved” are returned to the users with LEA Consolidated Director access.

24. Accessing the Budget Click the BUDGET link to begin working on your budget.

25. Click “Modify” Click on the word Modify. Note that if you do not see “Modify,” you may not have the appropriate level of access OR you may not have clicked REVISION STARTED.

26. To Enter a Budget Item Click Add Item. IMPORTANT – Note that you will need to click Add Item for each and every line item you add to the budget.

27. The Budget Details Page Choose the desired expense from the dropdown list. Note that only allowable budget line items will appear as options.

28. Adding a Budget Line Item Enter the Quantity. Enter the Cost. The Line Item Total will auto-calculate. Do not enter anything in the box for “Optional Program Code.” SAVE OFTEN – For best results – save after each line entry.

29. Removing Line Items ePlan will not allow a quantity of zero for budget line items. Therefore, to remove a budget line item, you must click the link to Remove the line.

30. Totals and Remaining As totals are entered, ePlan will show the amount remaining. The system takes the budgeted amounts and subtracts them from the “Adjusted Allocation” (which is your allocation award). When you are done entering your budget, your amount remaining should be zero.

31. The Budget Overview Screen The Budget Overview screen is a convenient way to view the budget without the budget narratives.

32. Show/Hide Unbudgeted Categories Click the Show/Hide link to display the allowable budget line items that have not been budgeted.

33. Validation Messages Validation messages are found in the “Validation” column on the Sections page.

34. Validations: Errors and Warnings ERROR –Not responding to a required question will cause a red ERROR message. Users will see an asterisk * for items that are required. –Users who budget OVER the amount allocated will receive a red ERROR message. –ERRORs will prevent your application from moving forward. Warning –Warning messages serve as reminders to users, but will not prevent the application from moving to the next status.

35. Warnings and Errors Check validation messages on original submissions and revisions. Note that under-budgeting will cause a warning, not an error.

36. Using the CHECKLIST The CHECKLIST (located at the bottom of the SECTIONS page) Is a means of communication between the TDOE and LEAs regarding the allowability and allocability of the items submitted in the budget. Helps ensure that the application contains items that are in compliance with program requirements.

37. OK, N/A, or Attention Needed After the LEA submits the application, the TDOE will review and mark each section in the checklist as: –OK, –Consultant Reviewed, –Not Applicable, or –Attention Needed.

38. Attention Needed If the application contains items that are marked as “Attention Needed,” the application will be returned to the LEA with a status of “Not Approved.” The LEA will open the checklist and review. For items that are marked as “Attention Needed,” TDOE reviewer(s) will provide notes in the CHECKLIST to explain items in the application that need to be addressed for approval. The LEA will make the necessary changes for those items. Only the items marked as “Attention Needed” are to be changed.

39. The Approval Process Once the LEA has made the necessary adjustments, the LEA will resubmit the application for approval. If the TDOE determines that the item has been corrected, “Attention Needed” will be changed to “OK” by TDOE Reviewer(s). If the items needing attention still have not been corrected, the application will be returned again to the LEA with a status of “Not Approved.”

40. Revisions If during the grant-year the LEA needs to make a change to an approved application (amendment), click the link for REVISION STARTED at the top of the SECTIONS page. The process will proceed in the same order as the initial application process where the user can change application information and submit the change for approval.

41. System-Generated Revisions System-generated revisions: –Changes in allocations –Carry-over/reallocations/additional awards –New schools When doing revisions, remember to check pages pertaining to the changes: –Amounts remaining in budgets –Personnel Details pages –Program Details questions –School Eligibility page –PPA amounts

42. Revision Details Details links reveal where changes have been made.

43. Budget Overview Plus/Minus The Budget Overview Plus/Minus screen is a convenient way to view where changes of budgets have been made in the current revision. –Values in red indicate changes in budget. –Negative numbers are indicated with parentheses.

44. Reimbursement Requests LEAs must have an approved budget in ePlan before requesting funds. Instructions on how to request funds can be accessed from the ePlan homepage. The ePlan roles for users who can submit a reimbursement request are: –Fiscal Update – users who can complete and submit a reimbursement request (Bookkeeper) –Fiscal Representative – users who can complete and submit a reimbursement request AND approve all funding applications (CFO or Treasurer)

45. Help for Current Page From any page in the Consolidated Application, click on “Help for Current Page” located in the left navigation.

46. Additional Resources in ePlan

47. Home Page Announcements and Reminders The ePlan address is: https://eplan.tn.gov/.https://eplan.tn.gov/

48. TDOE Resources Use the Search feature in TDOE Resources.

49. The LEA Document Library To upload documents into the LEA Document Library, begin by selecting the root folder.

50. Edit Documents Locate the folder and sub-folder for the document. Click the link Edit Documents. Note that the LEA Document Library can only be viewed and edited by users in your district and the TDOE.

51. Uploading Documents Use the Upload Document link. Also note the trash cans and arrows to move or remove items as needed.

52. Document History The Document History is displayed on the main page of the LEA Document Library.

53. Questions Feedback

54. Questions 54

55. Districts and schools in Tennessee will exemplify excellence and equity such that all students are equipped with the knowledge and skills to successfully embark on their chosen path in life. Excellence | Optimism | Judgment | Courage | Teamwork

56. Citizens and agencies are encouraged to report fraud, waste, or abuse in State and Local government. NOTICE: This agency is a recipient of taxpayer funding. If you observe an agency director or employee engaging in any activity which you consider to be illegal, improper or wasteful, please call the state Comptroller’s toll-free Hotline: 1-800-232-5454 Notifications can also be submitted electronically at: http://www.comptroller.tn.gov/hotline FRAUD, WASTE, or ABUSE 56