Presentation on theme: "CLARK ATLANTA UNIVERSITY CAT-TRAC MANAGEMENT SYSTEM"— Presentation transcript:
1 CLARK ATLANTA UNIVERSITY CAT-TRAC MANAGEMENT SYSTEM Welcome to the world of Clark Atlanta University’s CAT-TRAC Management System!Presented by:Mr. Perry L. HerringtonDirector of Title III and Strategic Initiatives GRANT PROGRAM (S):Strengthening HBCU / HBGI
2 This system is used for Title III Activities only. WHAT IS CAT-TRAC???CAT-trac is Clark Atlanta University’s Title III customized grant management system.This system is used for Title III Activities only. CAT-trac is created from FileMaker Pro database software. Filemaker helps businesses, government offices, and educational users manage all their information over a network.The file maker pro software has been installed on all users’ computers and is implemented by the Title III Office to assist in maintaining up-to-date fiscal and programmatic records related to all aspects of all three Title III Grants (HBGI, HBCU and SAFRA).The electronic system is a stand-alone database that supports the Title III internal functions and personnel over a secured server.The system facilitates quality, timeliness and provides the program with accurate historical data that can be backed up electronically and stored for years.What is it?
3 HOW DOES CAT-TRAC WORK??Cat-Trac assist with grant administration and tracks Expenditures, Travel, Personnel, Budget Revisions, Quarterly Reports, Site Visit Reports, Activity Operation Plans and InventoryTies activity objectives to each expenseProvides control mechanisms that allow the Title III Administration Office to view data (requisitions, budget modification, travel request, etc.) as it is inputted. This affords the opportunity to ensure request are allowable and in compliance before erroneous documents are submitted;Allows technical assistance and feedback between activity directors and program administration by sending s from the system or posting alert messages.Gives the ability to lock activity director’s accounts when they are out of compliance.It provides a programmatic and fiscal picture of all activity for each Title III grant year.How does it work?
4 CAT-TRAC HOME SCREENYou can develop your phase II plans in the system and print or cut and paste directly from the system. Go to the “Home” tab on the main menu.
5 ACTIVITY SETUP SCREENTo develop a proposal using Cat-trac; Click the “View your Plan” link on the Activity Director’s menu and complete the information in section 2.To attach a LAA, enter the code number in the box as indicated..
6 ACTIVITY OPERATION PLAN Click the “Summary” link on the right of the screen. This will take you to the Project Summary Screen. Add your project summary in the space provided.
7 ACTIVITY OBJECTIVESClick the “Objectives” link on the screen, and this will take you to the “Activity Objectives and Anticipated Results” screen.Add your objectives and anticipated result
8 IMPLEMENTATION STRATEGIES Click the strategy link to the left of objectives; add a strategy and click the back button to return.Repeat this process until all objectives have a strategy.
9 PERSONNELClick the personnel link on the right side of the screen. This will take you to the Personnel data entry screen. Completely fill out a row for each position you want in your activity.
10 BUDGETClick the Other Budget link on the right side of the screen. This will take you to the “Other Budget” entry screen.Enter a category, description, unit price and quantity for each item requested.To see a complete breakdown of the budget click the “Budget Summary” link.
11 ACTIVITY SUMMARY SCREEN Title III Office Comprehensive Development Plan (CDP) Activity Summary Screen.
13 PROGRAM SPECIALIST MENU Title III Program Specialist’s Screen
14 SYSTEM ADMINISTRATOR MENU Title III Systems Operation’s Screen
15 QUARTERLY REPORTSQuarterly Performance Reports can be done in the system.Click the “Summary button and type or paste in a summary of the progress made during the quarter.
16 QUARTERLY REPORT FINAL VIEW This is how the Summary will print out of the system.
17 OBJECTIVE STATUSNext, click the “Objective Status” button and follow the screen instructions until you reach the entry screen. You must complete the following information for each objective:The status of completion,A comment containing quantifiable evidence of progress or completion, andCompilation of documentation to support claims.When you finish with the objective status, click the check box at the top to indicate completion. Click menu to continue.Proceed through the report form in the same manner until you have completed all section of the report.Finally, clink “submit” sometime before the deadline to prevent missing the deadline.
18 ACTIVITY DIRECTOR’S MENU If you are successful; your Record will look like this – Early. If you miss the deadline, or don’t submit a report; your account can be frozen and you will not be able to submit any documents for consideration. Your account will not be unfrozen until the Administration Office has all requested information and reports.
19 SUBMIT EXPENDITURESAll forms in the system are mirror images of the university. The requisition can be entered in the system by clinking “Submit Expenditure Requests” . A new request data entry screen allows for all of the necessary input information to be entered. The lower portion of the requisition will hold up to ten lines of items.Go to the far right and select the objective that supports the request. If you select the objective number, the objective will appear in the space provided.When you have finished the form, click “yes” then click the submit button.At this point, the request can be viewed from the Title III Administration Office. The appropriate personnel can then review; when the request has passed the review, the status will change to “Please print and Submit”
20 PURCHASE REQUSITION FINAL VIEW This is how the printed form will look. The system affixes a unique tracking number to every document that is generated (i.e., requisitions, travel requests, budget modifications, trip reports, etc.)
22 TRAVEL REQUEST To enter a travel authorization request: Click on “Submit Expenditure Requests” on the Main MenuClick “New Travel” and enter the general information about the trip in section 1; enter a description and justificatio for the travel in section2; enter appropriate Hotel information in section 3; Select the supporting objective in section 4; and enter the estimated cost in section5.Click the “Calculate estimate” link to show the requested total.When the form is complete click the “Submit” button in section 6.At this point, the request can be viewed from the Title III Administration Office. The appropriate personnel can then review; when the request has passed the review, the status will change to “Please print and Submit”
23 EXPENDITURES MENUCat-Trac assist with grant administration and tracks Expenditures, Travel, Personnel, Budget Revisions. Title III personnel can monitor an entire year’s activity at a glance. Data can be pulled up at any time, and original data can be reconciled right in the system.
24 ENCUMBERANCESIt is no problem for Activity Directors, Gatekeepers and Title III staff to read from the same page. The shared system puts everyone in front of the information of record. Reports allow administrators to make more informed decisions about spending, and provides the programmatic module to document the impact of the use of those funds in a manner that is congruent with the requirements of the Department of Education. Lastly, the files can be saved onto any storage device for historical information, audits and studies.
25 contactsMr. Perry L. Herrington Director of Title III and Strategic Initiatives Clark Atlanta University Mr. Tony Tatum Ms. Tori Willis Technology and Property Specialist Office Manager Title III Administration Title III Administration Clark Atlanta University Clark Atlanta University Mr. Michael Rice Software Designer Tallahassee, FL.