1. ePlan for Advanced Users 2015 ESEA Directors Institute August 27, 2015

2. Consolidated Planning & Monitoring Linda Stachera ePlan System Administrator Linda.Stachera@tn.gov

3. Benefits of ePlan ePlan was first introduced in 2013 with the following benefits: –Promote collaboration of diverse stakeholders –Ability to link multiple processes (planning, monitoring, fiscal) –Convenient access in online format –Ability to manage edits and revisions –Opportunity for data reporting In looking back, how has your LEA used ePlan to realize these benefits?

4. Promotes Collaboration of Diverse Stakeholders

5. Collaboration of Diverse Stakeholders How ePlan can help your LEA promote collaboration: –Multiple programs in one tool –Diverse users within the LEA (planning / program / fiscal) –LEA- and school-level users –Opportunity for public access –Others?

6. Test Your ePlan Knowledge: Collaboration Q: Where would you look in ePlan to find out what programs your LEA currently has in ePlan? Q: For which programs is your LEA eligible?

7. Test Your ePlan Knowledge: Collaboration A: If your LEA is eligible for a grant, the link for that grant will appear on your “Funding Applications” page.

8. Test Your ePlan Knowledge: Collaboration Q: If you want to find information in ePlan about LEA’s reading or math programs, where might you look?

9. Test Your ePlan Knowledge: Collaboration A: Information about LEA and school programs can be found in a number of locations in ePlan: –LEA plans & school plans –Funding application program details pages –Funding application budget narratives –LEA Document Library ESL plan RTI Implementation Plan Others

10. Ability to Link Multiple Processes

11. How ePlan can help your LEA link processes: –Multiple functions in one tool provides convenience –Ability to add diverse users within the LEA serves program and fiscal functions –Improves timeliness in processes, such as payments and application approvals –Multiple functions allow for LEA interdepartmental communication (planning, funding, reimbursement) –Similar processes for multiple programs provide ease of use (such as budgets are entered in a similar manner for all funding applications) –Others?

12. Test Your ePlan Knowledge: Multiple Processes Q: What processes are more streamlined with ePlan?

13. Test Your ePlan Knowledge: Multiple Processes A: Here are just a few examples: –Requesting funds by line item within funding applications –Identifying funding sources within the LEA Plan –Uploading documents to the LEA Document Library –Using TDOE Resources tools to complete funding applications

14. Test Your ePlan Knowledge: Multiple Processes Q: How do you help a new ePlan user learn the system?

15. Test Your ePlan Knowledge: Multiple Processes A: Here are just a few ideas: –Utilize knowledge from current ePlan users from within your LEA –Use training materials found in TDOE Resources –Reach out to TDOE staff for questions Help desk CPM consultants CFO Fiscal consultants

16. Convenient Access in Online Format

17. How ePlan can provide convenience for your LEA: –Ability to access and work offsite –Reduced need for storage and email –Improved timeliness in payments and approvals –Ability to view by multiple stakeholders –Others?

18. Test Your ePlan Knowledge: Access Q: How do you know who can submit a funding application in your LEA?

19. Test Your ePlan Knowledge: Access A: The roles are defined on the user access form, which is located in TDOE Resources. The Address Book in ePlan shows which LEA users are assigned to each role under “LEA Role Contacts.”

20. Test Your ePlan Knowledge: Access Q: How can you tell which TDOE user(s) can approve a funding application?

21. Test Your ePlan Knowledge: Access A: The Address Book in ePlan shows which TDOE users are approvers and reviewers under “TDOE Funding Application Contacts.” Links show user email addresses and phone numbers.

22. Ability to Manage Edits and Revisions

23. ePlan benefits when doing revisions (amendments): –Online storage for multiple years (convenient retrieval) –Revision status tracking (online view of dates and users) –Timeliness (faster turn-around than paper, mail, email) –Ease of use (revisions work very similar to their respective funding applications) –Others?

24. Test Your ePlan Knowledge: Revisions Q: When you revise a funding application, how can you see the previous revisions and the original submission of the funding application?

25. Test Your ePlan Knowledge: Revisions A: At the top of the “Funding Applications” screen, change the dropdown option from “All Active Applications” to “All Approved Applications”.

26. Test Your ePlan Knowledge: Revisions Q: Can you see where changes have been made in the funding application? If so, where?

27. Test Your ePlan Knowledge: Revisions A: Yes, by clicking “Details” on the “Sections” page.

28. Test Your ePlan Knowledge: Revisions Q: What is a good screen to use to see changes you have made in a budget?

29. Test Your ePlan Knowledge: Revisions A: The “Budget Overview Plus/Minus” screen.

30. Opportunity for Data Reporting

31. Online grants management system opportunities for data reporting: –Data is consistent across system –Information is easily accessible online –Reduces redundancy by reporting data in one place –Ability to be view by multiple stakeholders –Others?

32. Test Your ePlan Knowledge: Data Q: What reports can LEAs view in ePlan?

33. Test Your ePlan Knowledge: Data A: There are a couple of reports in ePlan: –The Budget Summary report is accessible to LEAs from the “Funding” menu off of the main ePlan navigational bar. –The Plan Funding Summary report is accessible from the “LEA and School Planning” page. Go to “Planning” and the click on the link “View Summary” at the bottom of the page.

34. Test Your ePlan Knowledge: Data Q: How does having LEA and school plan data in ePlan improve data quality?

35. Test Your ePlan Knowledge: Data A: The data is populated from TDOE official sources. –LEA and school users do not need to enter data –Pre-populated data is TDOE official data –Data can be viewed by diverse stakeholders

36. Share Your Ideas What types of reports would you like to see in ePlan? What tips would you give to new users regarding ePlan? What other ideas do you have?

37. Questions Feedback TASL Credit Keyword

38. Questions?

39. Feedback Survey At the end of each day, please help us by providing feedback. Today, please use the survey link below. –https://www.surveymonkey.com/r/2015-ESEA-Aug-27https://www.surveymonkey.com/r/2015-ESEA-Aug-27

40. TASL Credit In order to receive 14 TASL credits for the 2015 ESEA Directors Institute, the participant must attend two full days, August 26 – 27. –Partial credit cannot be earned. –Use the form provided at the back of the agenda to collect keywords throughout the conference. –After the conference, go online to https://www.surveymonkey.com/r/2015-ESEA-TASL and enter your information. https://www.surveymonkey.com/r/2015-ESEA-TASL You will not receive credit if you do not complete the online form by September 4, 2015.

41. FRAUD, WASTE or ABUSE 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