2011 Revised Estimates (Mid-Year) Submission

How to Complete the Submission

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Objectives of this segment

This segment will allow you to:

Understand the purpose of the revised estimates submission

Learn the order of data entry into the various schedules

Learn the data elements that are required to be entered in the various schedules

What to submit to the Ministry

Who to contact for support

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Purpose of Revised Estimates

Provides an updated estimate of the 2011 expenditures, service target

levels and grant allocations

Provides a mechanism to update monthly cash flow

Interim Actuals (January 1 – June 30)

+ Projections (July 1 – December 31)

= Revised Estimates (January 1 – December 31)

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Content of Revised Estimates / Order of Data Entry

• Title Page

• Schedule 1 – Service Data Schedules

• Schedule 2 – Expenditure Schedules

• Schedule 4 – Supplementary Information Schedules

• Data Analysis & Review / Error Messages / Warning Messages

• Explanation Report

• Title Page

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Steps to Follow to Complete Revised Estimates

STEP # 1 Title Page

• Date, Title, Signatures Must submit 2 signed hard copies

STEP # 2 Schedule 1.1

• Page 1, Targets per Service Contract (no data entry)

• Page 2, Interim actuals (January – June)

• Page 3, Projections (July – December)

• Page 4, Total for fiscal period & reconciliation (no data entry)

• Page 5, Variance Reporting (no data entry)

• Page 6, Projections for 2012

A664, non-instructional day includes children reported in other categories (double-counted)

Jan - Jun Jul – Dec

Ave. monthly # Average # for this period only Average # for this period only

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Steps to Follow to Complete Revised EstimatesSTEP # 3 Schedule 1.2

• Pages 1 & 2, Interim actuals (January – June)

• Pages 3 & 4, Projections (July – December)

• Pages 5 & 6, Total for the fiscal period (no data entry)

NEW: A665 = Ave. monthly # of children served, school aged- special needs resourcing A411 = # of licensed programs funded

# of families cannot exceed # of children (except split custody instances) # reported on this schedule must be ≥ than ave. monthly # reported on schedule 1.1 All data elements must be completed where you are reporting expenditures on schedule 2.3

(except data element A665)

Jan - Jun Jul – Dec

# Numbers to June 30th New in this period

$ Costs to June 30th Costs for this period only

Ave. monthly # Average # for this period only Average # for this period only

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Steps to Follow to Complete Revised EstimatesSTEP # 4 Schedule 2.1

• Page 1, Detail code A371, A370

• Page 2, Detail code A429, A663

• Page 3, Detail code A661, A376

• Page 4, Detail code A430, A377

• Page 5, Detail code A665

# must be ≥ than FTE (Column 8) Benefits should be consistent across detail codes If allocating 1 person’s salary across multiple detail codes, annual salary should be the same “Would the position still exist if the program closed? If yes, report on 2.2. If no, report on 2.1 Specifically excludes individuals who determine income eligibility

Jan - Jun Jul – Dec

# Numbers to June 30th New in this period

FTE Based on full year Based on full year

$ Costs to June 30th Costs for this period only

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Steps to Follow to Complete Revised EstimatesSTEP # 5 Schedule 2.2

• Page 1, Detail code A380, A425

• Page 2, Detail code A661, A664 (NEW)

# must be ≥ than FTE (Column 8) Benefits should be consistent across detail codes If allocating 1 person’s salary across multiple detail codes, annual salary should be the same Do not enter negatives when attempting to allocate staffing costs to other detail codes

Jan - Jun Jul – Dec

# Numbers to June 30th New in this period

FTE Based on full year Based on full year

$ Costs to June 30th Costs for this period only

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Steps to Follow to Complete Revised EstimatesSTEP # 6 Schedule 2.3

• Pages 1 & 2, Interim Actuals (January – June)

• Pages 3 & 4, Projections (July – December)

• Pages 5 & 6, Total for fiscal period (no data entry)

NEW: Added detail code A411, under miscellaneous column Open up miscellaneous column for detail code A661 to report system needs Closed purchase of service column for detail codes A380 and A425

If you have reported data elements on Schedule 1.1 and 1.2, you should be reporting expenditures on this schedule

Report GROSS costs

Jan - Jun Jul – Dec

$ Costs to June 30th Costs for this period only

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Steps to Follow to Complete Revised EstimatesSTEP # 7 Schedule 2.4

• Page 1, Budget Submission

• Page 2, Interim Actuals (January – June)

• Page 2, Projections (July – December)

• Page 3, Total for fiscal period (no data entry)

NEW: Added column 7, automated variance reporting mechanism

Column 2 CANNOT be blank unless you only serve fully subsidized children Other offsetting revenue column should include portion of child care costs subsidized by the

CMSM or DSSAB

Jan - Jun Jul – Dec

$ Costs to June 30th Costs for this period only

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Steps to Follow to Complete Revised EstimatesSTEP # 8 Schedule 2.5

• Over 2 pages

• Only collecting projections for the year

• Name of centre, address, capacity, expenditures

Ensure that the total costs = Schedule 2.3, column 5 for detail code A713

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Steps to Follow to Complete Revised Estimates

STEP # 9 Schedule 3.1 (no data entry)

• Over 3 pages

NEW: Added A411 at line 5.2 Changed source for number of licensed programs at line 4.0B

Must submit 2 signed hard copies of all pages

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Steps to Follow to Complete Revised Estimates

STEP # 10 Schedule 4.1

• 1 page only

• Only collecting projections for the year

• Number of operators, # of FTE, salaries

NEW: Subdivided bottom section for those operators who are in receipt of both wage

subsidy/wage improvement as well as other detail codes

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Steps to Follow to Complete Revised EstimatesSTEP # 11 Schedule 4.2 (NEW)

• 1 page only

• # of participants, costs in 3 broad categories

o Staff training

o Quality initiatives

o Transportation – northern & rural

Ensure the total costs report = Column 11, Schedule 2.3 for detail code A661

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Steps to Follow to Complete Revised EstimatesSTEP # 12 Review Submission (NEW)

• Hit “Recalculate reference data”

• Page 1, Data Analysis & Review

• Page 2, Error Messages

• Page 3, Warnings

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Steps to Follow to Complete Revised EstimatesSTEP # 13 Promote submission to active & Create Explanation Report

PROMOTE SUBMISSION TO ACTIVE

• Authorized user only

HOW TO CREATE EXPLANATION REPORT (NEW)

• Under Submission, click “Reports”

• Under “Child Care”, click “Explanation Report”

• Select “2011-12 Child Care Revised Estimates”

• Select your “CMSM / DSSAB Name”, scroll down and click on “Next”

• Select your ACTIVE submission and click on “Run Report”

• Have the option of “open” or “save”

• Table will be populated indicating what needs an explanation

Must submit 2 hard copies of explanation report

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What to Submit & Where to Submit

• Electronically

• Promoting your submission to active by August 30th, 2011

• 2 Hard-copies:

• Signed Cover Page

• Signed Schedule 3.1 (all pages)

• Explanation Report

• Who to submit to:

Diane Strumila

Project Manager, Grant Services

17th Floor, Mowat Block, 900 Bay Street

Toronto, Ontario

M7A 1L2

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EFIS Assistance

For user/navigation assistance on EFIS, contact:Julie Ramsaran Tel: (416) 325-2058 E-mail: Julie.Ramsaran@ontario.caStephen Shek Tel: (416) 325-8396 E-mail: Stephen.Shek@ontario.ca For log in assistance, contact:Mark Bonham Tel: (416) 325-8571 E-mail: Mark.Bonham@ontario.ca For data input assistance, contact your financial analyst: Alina Chimet Tel: (416) 326-5465 E-mail: Alina.Chimet@ontario.ca Paula Hatt Tel: (416) 326-1170 E-mail: Paula.Hatt@ontario.ca Brenda Shaw Tel: (519) 667-2040 E-mail: Brenda.Shaw@ontario.ca