Student Services Automated Reporting for Community Colleges (SSARCC) Chancellor’s Office EOPS/CARE Statewide Technical Assistance Training March 1, 2018 Student Services Automated Reporting for Community Colleges (SSARCC) 2017-18 EOPS & CARE Final Expenditures Presenters: Kelly Gornik and Koney Austinn

What Is SSARCC? A web-based computer application used to construct and retain key Chancellor’s Office budget documents (i.e. proposed budgets and final expenditures for EOPS and CARE)

How Do I Log On?

How Do I Log On? URL: https://misweb.cccco.edu/ssarcc/login.aspx Two Sets of User IDs and Passwords: One set – allows access to input/update data One set - “Read Only” Both sets are unchanged from 2011-12 CCCCO provides IDs and passwords to EOPS director only

What Should I Do First? By each line item, review each planned expense that auto-populated from approved budget plan. Did the program: Spend funds exactly as planned? Spend less or more funds than planned? Spend no funds on planned expense? 2. Add any additional expenses that occurred during the fiscal year after budget plan was approved

2017-18 EOPS Mid-Year Report

2017-18 CARE Mid-Year Report

2017-18 EOPS & CARE Mid-Year Reports If you declare program funds as “unused” or are awarded reallocated funds, then you must report those funds in the “Returned and/or Reallocated Funds” column in the final expenditure report, per next slide

When Do You Use the “Returned and/or Reallocated Funds” Column?

When Do You Use the “Returned and/or Reallocated Funds” Column? If you returned EOPS or CARE funds by June 30th through Paper Mid-Year Reports If you received EOPS or CARE reallocated funds

“Unexpended Funds” Column

“Unexpended Funds” Column Auto-populates (you do not enter any figures) Positive and negative numbers are allowed

“Validate” Button

“Validate” Button You can “validate” any time while working on final expenditures report to check work Use this to double-check work prior to submitting “Validate” does not lock file

“View Draft Expenditure Report” Button

“View Draft Expenditure Report” Button Do this when: You’re finished inputting data Report is ready for review by district/college staff before submitting to Chancellor’s Office You can still go back into screens to make changes to data

Common Error Message: “EOPS funds cannot be used to pay for non EOPS/CARE activities”

Common Error Message “EOPS funds cannot be used to pay for non EOPS/CARE activities” What does this message mean? This error message may occur for positions in which a percentage of time is assigned to non EOPS/CARE and in which the EOPS time is paid from EOPS funds

“EOPS funds cannot be used to pay for non EOPS/CARE activities” The percentage that EOPS pays may not be one dollar more than total percentage time in EOPS/CARE. You may need to round down to determine amount EOPS pays. Example: EOPS technician is assigned 50% to EOPS/CARE and 50% to non EOPS/CARE. Total salary = $40005. Fifty % = $20,002.50. EOPS may pay up to $20,002 (round the 50 cents down) to cover the 50% EOPS time.

“Submit to Chancellor’s Office” Button

“Submit to Chancellor’s Office” Button “Submit” after error messages have been addressed and after appropriate local staff have reviewed “Submit” locks final expenditure file “Submit” means final expenditures are officially transmitted to Chancellor’s Office Submit EOPS final expenditures before CARE final expenditures CARE final expenditures must be submitted separately To unlock file, send email to SSARCC help desk: ssarcc-eops@cccco.edu

Printing EOPS and CARE Budgets/Signature Pages (after clicking on “Submit”)

Printing EOPS and CARE Budgets/Signature Pages (after clicking on “Submit”)

Printing EOPS and CARE Budgets/Signature Pages (after clicking on “Submit”)

Printing EOPS and CARE Final Expenditures Signature Forms Printing is done after you “submit” to Chancellor’s Office: 1. Click on EOPS “view expenditure report” 2. Click on the Export drop down menu arrow and then click on “PDF” 3. Open the PDF file attachment at the bottom of the screen 4. Print one copy of the two-page EOPS signature form & obtain required signatures 5. Email signed form to ssarcc-eops@cccco.edu Follow these same steps for CARE.

EOPS Book Expenditures EOPS Textbook data is captured in SSARCC (textbook service funds and total unduplicated students assisted): Object Code 4000B Textbooks for Lending Library Object Code 7000B Book Services Object Code 7000B EOPS Book Rental Program Object Code 7000C EOPS Book Grants Don’t forget to report total unduplicated EOPS students assisted with EOPS-funded textbook services

EOPS Book Expenditures

Let’s Look at SSARCC “Demo” College Screens Now

What Is Due By Email Only By September 15, 2018? 2017-18 SSARCC EOPS Final Expenditures + Two-Page Signature Form by Email Only College Email to: ssarcc-eops@cccco.edu 2017-18 SSARCC CARE Final Expenditures + Two-Page Signature Form By Email Only ELIMINATED: Mailed Hard Copies

Summer 2018 Webinar A summer 2018 webinar to go over the completion of the 2017-18 EOPS and CARE final expenditures in SSARCC Webinar will be archived at CCC Confer: https://www.cccconfer.org/ More details soon

Where Do I Go for Help? SSARCC EOPS-CARE Mail box: ssarcc-eops@cccco.edu

SSARCC Project Team Technology, Research & Information Systems (TRIS) Division: Todd Hoig, Administrator Student Services Division: Rhonda Mohr, Vice Chancellor of Student Services and Special Programs Michael Quiaoit (“Key-Ow-It”), Dean of Student Services and Special Programs Kelly Gornik, EOPS/CARE/NextUp Janet Fulton, EOPS/CARE/NextUp Koney Austinn, EOPS/CARE/NextUp