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Using the STARS-SES Provider Annual Reporting System (PARS) Illinois State Board of Education.

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Presentation on theme: "Using the STARS-SES Provider Annual Reporting System (PARS) Illinois State Board of Education."— Presentation transcript:

1 Using the STARS-SES Provider Annual Reporting System (PARS) Illinois State Board of Education

2 IMPORTANT!!! For PARS to work correctly for you, your computer must have Internet Explorer version 6.0 or higher. If you do not have this, you can upgrade your Internet Explorer through the ISBE website. (Directions on the next slide.) NoteFor the upgrade directions to work correctly for you, your computer must have Internet Explorer version 4.0 or higher.

3 Upgrading Internet Explorer Go to Scroll to the absolute bottom of the page to Plug-ins Used and click on this link. Read the instructions that appear and click on Internet Explorer. Upgrade other software applications as needed while you are at this site.

4 PARS Functions User registration (Provider information) Application for approval as an SES provider Reporting of Estimated Costs for the upcoming program year Reporting of Actual Costs for the past program year Reporting of program information as required by 23 Illinois Administrative Code

5 Getting Started User Registration Providers must register before they can log onto the system and complete their reports Go to the Log-in screen at Click the Create New User link Only do this step the first time going into PARS

6 User Registration Complete the fields on the form –Fields marked with an * are required. –The Corporate Name entered in the right column in the top should match your provider name in the STARS attendance reporting system. Make a note of your username and password. (You can use the same as the ones you use in the STARS attendance reporting system.) The registration page is shown on the next slide.

7 User Registration Page When you press the Submit button and the registration is successful, you will see this message:

8 As a PARS user, be sure to visit the Provider Information screen, where your User Registration data is stored, regularly (via the navigation bar) to make sure the information there is current and correct!

9 Logging In Go to the Log-in screen at Enter your username and password and click the Log In button

10 The First Page The first page that you will see has a navigation bar across the top You will select from the links in the header at the top of the page depending upon which function you want to perform

11 The First Application To create an application to become an approved provider, start by clicking on Application in the navigation bar. Scroll down to FIRST TIME APPLICANTS and select the program year for your first PARS application. Then click on the Add Application button. Your new (empty) application will appear at the bottom of the Application page. Click on edit next to the year of the application, and begin entering data.

12 The Succeeding Applications Within the Application page, scroll down to APPROVED APPLICANTS and select the program year for the application you wish to update into the next program year. Select the new application year, and click on the Update Application button. Click all the boxes to copy all the data from the old application into the new one. The click on Import Application. Your new application will appear at the bottom of the Application page in your growing list of applications. Click on edit next to the year of the new application, and begin editing the data that PARS has copied for you. PARS does not bring forward the general assurances at the end of the application, so you will need to re- check all of those.

13 Estimated Cost Reporting Click on the Annual Reporting option to get to the Estimated Costs link to bring you to the first page in this section, shown here.

14 Estimated Cost Reporting General Notes Estimated costs are used: –to specify the billing rate that will be used in your contract with a district for the next program year –as input to the annual provider review process, comparing what you estimated with what was actually charged –to confirm a providers intention to provide SES services in specific areas

15 Estimated Cost Reporting General Notes 1 The quantity of data that is entered for estimated cost reports is much less than that for actual cost reporting. The way that reports are defined is different as well, and this is designed to: –minimize the number of reports a provider must complete –without limiting the ability to enter multiple estimates –while providing a mechanism for ISBE to document those districts that providers intend to serve.

16 Estimated Cost Reporting General Notes 2 As with actual cost reports, each report to be completed must be defined in the system before it can be completed. Where district-level reporting is required for actual cost reports, estimated costs are reported by user-defined location. A location can be any combination of regions, districts, schools, or even the entire state. –This allows a provider to minimize the number of estimate reports that must be completed while –allowing the provider to be very specific about where they will provide services.

17 Estimated Cost Reporting General Notes 3 Reminder! Remember to check that the correct reporting year is selected. If it isnt selected, reports that you have defined or completed will not be displayed. Be sure to select the correct program year for estimated reports and actual cost reports. For example, in July 2006, a provider would select the year for the actual cost reporting and the year for the estimated cost reporting.

18 Estimated Cost Reporting What is a Reporting Location? An Estimate Report Location is all of the entities where one set of cost estimate data is uniform. So a Location might be, for example, –Only one district. –Two specific schools in a specific district. –All the districts in two separate regions plus another individual district. –Any SES program in the state.

19 Estimated Cost Reporting Defining Reporting Locations We will illustrate Estimate Report Location definition with several examples where one set of cost estimate data applies to 1.A provider planning to serve only one district, but any SES program within that district. 2.A provider planning to serve only two specific schools in a specific district. 3.A provider planning to serve all the districts in two separate regions plus another individual district. 4.A provider planning to service any SES program in the state.

20 Estimated Cost Reporting Example 1 Example 1 is a provider that plans to serve only one district, but any SES program within that district, under the same cost estimate. We begin by giving this location a name. We will just use a variation of the district name, in this case, Darien School District. See the next slide

21 We type in the name for the location for which we will provide an estimate report and click the Add New Location button

22 When we click Add New Location, the name is added to the locations box.

23 With the location selected (here, in blue highlight), we then specify the regions, districts and schools that are part of that location, selecting first the region, then the county, then the district. In this example the provider intends to provide services to any SES program in the district, so they check All Schools.

24 Just like actual cost reports, cost estimate reports must be prepared on the basis of the type of facility to be used. In this case, only schools will be used, so the provider only checks District Facilities and then the Add Facility button.

25 When the Add Facility button is clicked, the selected items are associated with the location. Now this provider has a location called Darien School District for which a report will be completed.

26 ! The provider realizes that services may be provided in non-district facilities as well! In that case the provider can click Non-District Facility, then click Add Facility again to have those added to the reporting location.

27 Estimated Cost Reporting Defining Reporting Locations: Example 2 In this example the provider wants to provide an estimate for two specific schools in a school district under the same cost estimate. We will select the Huntley and the Clinton Rosette Middle Schools in DeKalb District 428. First we give the location a name See the next page

28 Estimated Cost Reporting Defining Reporting Locations: Example 2 We enter a location name and click the Add New Location button to add it to our location list.

29 Estimated Cost Reporting Defining Reporting Locations: Example 2 Then we select the region, county, district and the two specific schools. We specify the facility type to be used, in this case only district facilities, and click the Add Facility button. Note: Pressing the Ctrl button while clicking on a school will allow you to select more than one school at a time.

30 Estimated Cost Reporting Defining Reporting Locations: Example 3 In this example we want our location to be all districts in two separate regions, plus another individual district, again under the same cost estimate. First we give the location a name and click Add New Location.

31 Estimated Cost Reporting Defining Reporting Locations: Example 3 Next we select each facility in turn and click Add Facility. To add a whole region, just select the region and select the type of facilities to be used and click Add Facility

32 Estimated Cost Reporting Defining Reporting Locations: Example 3 Clicking Add Facility three times with the settings as shown on the previous slide resulted in a location of two complete regions plus one district not in those regions. Note that for the school district we also selected district and non-district facilities.

33 Estimated Cost Reporting Defining Reporting Locations: Example 4 Our final example is where a provider plans to offer services to any program in the state under a single cost estimate. Enter a location name and add the location…

34 Estimated Cost Reporting Defining Reporting Locations: Example 4 To specify the whole state, just select All Regions and the type(s) of facilitiesdistrict or non-districtto be used, and click the Add Facility button.

35 Estimated Cost Reporting Completing Reports Once you have one or more reporting locations defined you can complete the estimate for a location by –Selecting the location from the list. –Clicking the Manage Reports button. That brings up the main reporting page shown on the next slide.

36 Estimated Cost Reporting Completing Reports This line shows you the location that you are working with This is where you enter additional information to describe the report (see the next slide) Here you enter the actual estimate data for this report

37 Estimated Cost Reporting Completing Reports Why do you need to provide additional details? If you said that you would (might) use both district and non-district facilities in this location, you must supply an estimate for each type of facility You can also supply more than one estimate if you need to. For example, you might have one estimate if you just meet your minimum enrollment, and another if you achieve your maximum enrollment; or you might want to factor in other factors that can affect your costs. If you supply more than one estimate for a location, you need to indicate which one will be the basis for your later actual cost reporting.

38 Estimated Cost Reporting Completing Reports For the Darien District location that we were working with, we said that we would only be using district facilities. Thus, we have to complete at least one report. We give it a name and click the Create Report button and the report is added to the Select Report to Edit Button.

39 Estimated Cost Reporting Completing Reports The data on the right automatically updates to reflect that entered for the report selected on the left:

40 Estimated Cost Reporting Completing Reports There are only seven numbers that have to be entered: The minimum number of students that you must be able to enroll to offer SES services The actual total program costs based on that minimum enrollment The number of hours of instruction that are offered in your program The program automatically calculates the per-pupil costs/rates!

41 Estimated Cost Reporting Extra Estimate Reports In this example, our expected enrollment is 75 or more. What if we can only enroll 40 students, but we want to run the program anyway? We need to add an estimate for that scenario.

42 Estimated Cost Reporting Extra Estimate Reports In that scenario, some costs will go down, but others could remain the same. This is reflected in a different calculated per-pupil hourly rate.

43 Estimated Cost Reporting Extra Estimate Reports You might also want to enter an estimate for a higher-than expected enrollment that could allow you to offer a lower effective rate.

44 Estimated Cost Reporting Extra Estimate Reports If you enter more than one estimate for a location (other than separate reports for district and non-district facilities), you need to advise ISBE as to which estimate you will use in your STARS contract in the associated district(s). That is the purpose of the checkbox shown in the Edit Report section.

45 Actual Cost Reporting Click on the Annual Reporting option to get to the Actual Costs link to bring you to the first page in this section, shown here.

46 Actual Cost Reporting General Notes Actual costs for the previous program year must be reported on a district basisat least one report for each district in which you provided services. If you provided services in a district and used both district facilities (such as schools) and non- district facilities (such as commercial buildings, churches, etc), you must complete a separate report for operations in each type of facility for that district.

47 Actual Cost Reporting Step 1: Specify the program year Click in the combo box to select the reporting year. Any reports that you have defined will not be visible until this is selected.

48 Actual Cost Reporting Step 2: Specify districts You must define a report for each district, and for each type of facility within that district that was used to provide services. The following slides show examples of how to do this. Note that you must know the region and county that the school district is located in. You can use the lookup links to help determine those.

49 Actual Cost Reporting Step 2: Specify districts This is for a provider that provided services in Peoria Heights District 325 and only in commercial buildings (non-district facilities). Selecting the Peoria Roe region populates the county box with counties in that region. Selecting the Peoria county populates the districts box with all districts in that county. Then, the Peoria Hghts C U Sch Dist 325 is selected. continued on the next slide

50 Actual Cost Reporting Step 2: Specify facility types Next the Non-District Facility box is checked. District Facility is not checked since no services were provided in this district in district facilities. Next the Add Reports button is clicked. continued on the next slide

51 Actual Cost Reporting Step 2: Add Reports When the Add Reports button is clicked, the report to be completed is added to the Manage Reports box. That box will ultimately contain all of the reports that you must complete. Note that the report description consists of the school district name preceded by the facility type.

52 Actual Cost Reporting Step 2: Add Reports This provider also provided services in Chicago District 299 and used both schools (district facilities) and commercial buildings (non-district facilities) to deliver those services. Note that after the user completed the information in item 2 and clicked the Add Report(s) button, two more reportsone for each facility typehave been added to the Manage Reports box.

53 Actual Cost Reporting Step 3: Manage Reports Managing Reports has two main functions –Edit (complete) the selected report –Delete the selected report You will rarely, if ever, use the Delete functionit is there in case you added a report in error. If you do delete a report, it deletes any data that may have been entered in that report, and it cannot be reversed!

54 Actual Cost Reporting Step 3: Editing Reports Select a report (in blue highlight) and click the Edit Report button.

55 Actual Cost Reporting Step 3: Editing Reports Clicking the Edit Report button brings up the first section to be completed. This line shows the report that you are editing These (clear) boxes are where you enter your information These links allow you to move between sections

56 Actual Cost Reporting Step 3: Editing Reports Enter your numbers just as you would on a paper form. Form totals and other calculations are performed automatically. Note that if you have an Other dollar entry you must enter a detailed itemization or explanation of that value in the box provided.

57 Actual Cost Reporting Step 3: Editing Reports Each section page (A, B, C and two pages for section D) is completed in the same way. Each section page has a link to information that can help you complete the page: Additional information may be obtained from the ISBE web site and 23 Illinois Administrative Code Part 675.

58 Actual Cost Reporting Step 3: CPA Report If you are a non-governmental provider and provided services to more than 50 students in the district being reported, you are required to have a separate report prepared and submitted by a CPA firm. If it applies, you must enter the information about that report on this form or you will not be allowed to mark this report as completed.

59 Actual Cost Reporting Step 3: Confirmation After you have reviewed your data for accuracy you must go to the Confirmation page and click the Confirm and Submit button. Note that once you have confirmed a report, it is locked and can no longer be edited.

60 Information Admin Code requires some additional information from providers as part of the annual reporting process: details of complaints received academic goal achievement information This section allows the provider to enter that information. Be sure to select the correct reporting year. PARS will save what you have entered when you exit the screen where you entered the data.

61 Gary A. Greene, Ph.D. Illinois State Board of Education 100 W. Randolph, Chicago, IL desk (and voice mail) fax Grants and Programs Division For More Information or Technical Assistance


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