Excess and Appeals:Requests Tool

andScoring Tool

May 30, 2012

OVERVIEW• With stable budgets excessing this year should

be very limited. – Chancellor’s webcast.• Planning a School’s Budget

– Complete all Galaxy Updates Frequently• Modify and approve budgets timely• Schedule CFES and recouped funds immediately upon Cluster approval

• Excess and Appeals Request Tool– Tool will be updated for Galaxy data 2x per week

• Excess Scoring Tool: To Measure– School’s performance on various hardship factors– Scheduled per capitas against system-wide thresholds– Scheduled per capitas including requested CFES and appeals funds against

system-wide thresholds2

CFES & APPEALS REQUEST TOOL

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• Used by Networks to enter, edit, and review approvals of CFES and Appeals funding

• Used by Clusters to approve CFES requests• You can follow along with the demo tools by

following this path: – R:\All Central Offices\CFN Contact Database\Excesses and Appeals FY13– Files:

• request_tool_cluster_01_a.accde• request_tool_cluster_02_a.accde• request_tool_cluster_04_a.accde• request_tool_cluster_05_a.accde• request_tool_cluster_06_a.accde

WELCOME SCREEN

1. Enable All Content Press the

Options button in the message bar

Select Enable for All Options

2. Select :“Make Requests”

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HOME PAGE : SUBMITTING A REQUEST Use these

buttons to create new Excess or Appeals requests

Click: “New Excess”

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EXCESS REQUEST TOOL

Enter your Excess Request Here

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Select Network & School

Enter the Position Type of the Excess by Ped & Non-Ped Titles Click blue links for lists of excessible

titles

Enter all Titles and Reasons for total requested Excessing.

Enter the intended scheduling uses of requested CFES Funding. Should be scheduled to address the

areas of greatest financial need Intended Uses must sum to the total

value of Excesses requested.

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EXCESS REQUEST TOOL

Once satisfied with request, press SAVE EXCESS

Once an excess request has been saved: A permanent record is stored The request can be edited It is now available for cluster review

and approval The impact on Galaxy scheduled

per capitas can be reviewed in a separate “Scoring Tool”

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EXCESS REQUEST TOOL

SUBMITTING AN APPEAL REQUEST

Click: New Appeals

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SUBMITTING AN APPEAL REQUEST

Submit Appeals

Requests via this form

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Select School and Network Enter the intended use, and

the reason for the appeal need. If appropriate, enter the number of positions funded by the appeal.

Enter the dollar value. Enter any critical additional

information.

Submit one request per item of anticipated funding.

Once finalized, SAVE

SUBMITTING AN APPEAL REQUEST

Displays: All exportable

1. Network Summary

2. School Summary

3. School Excess Request Details

4. School Appeal Request Details

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HOME PAGE : SUMMARIES

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SUMMARY OF REQUESTS BY NETWORK

All Submitted requests appear here in the Network Summary.

Click on a Networkto see Request Details

Network Summary can be exported to Excel for review.

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View school details of submitted excess and appeals requests, in addition to cluster “reviewed” status.

School Summary can be exported to Excel.

Click on a School to see Excess and Appeal Request Details

SUMMARY OF REQUESTS BY SCHOOL Network 401 selected and displaying

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Edit an existing request by pressing the “Edit” button; updating request and pressing save.

EDIT EXISTING REQUESTS

Submitted Excess Requests

Submitted Appeals Requests

Network 401 & School K691 selected and displaying

Excess Scoring Tool

• Imports Scheduled Galaxy Data (snapshots taken twice per week)• Evaluates each school based on “hardship criteria” • Compares Scheduled Values against Excess Eligibility Criteria and gives a score

to each school• Imports Submitted Excess and Appeals Requests and Approvals from Request Tool

• Updates per-capitas for submitted requests• Evaluates the new requested per-capitas relative to system-wide thresholds

• You can follow along with demo tools by following this path:• R:\All Central Offices\CFN Contact Database\Excesses and Appeals FY13

• File by Galaxy Download Date:• Excess_Scoring_Tool_2012-05-21-a.xlsb

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Date of Galaxy Download

Excess Request Scoring Tool

1. Enable All Content Press the

“Options” button in the message bar

Select “Enable” for All Options

2. Select:“View Scoring” Button

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Reviewing the Scoring ToolEvaluate one school at a time, … OR …

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Reviewing the Scoring Tool

… OR … Evaluate by school, by network, by cluster, or groups of schools

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Reviewing the Scoring Tool: Updating for Current Requests

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Time & Date of Data for Excess & Appeal Requests.

Close and Re-Open the Scoring Tool to Obtain the Latest Excess and Appeals Request data

Reviewing the Scoring Tool: A Single School

Enter school DBN here

Financial Threshold After Pending Excess: School passes with register loss >3.5% and 2+ of 4 criteria.**

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Register Loss Threshold: School passes with a register loss of >3.5%.

Financial Threshold: School passes with register loss >3.5% and 2+ of 4 criteria.*

*As of Galaxy Date**After Pending Excess Request as of Request Data date & time

Selecting Groups of Schools for Review

Use dropdown boxes to select particular• schools,• clusters, or• networks

for review.

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Excess Request Scoring Tool: Basics

• One row per school

• Evaluate each school against the suggestedthreshold

• Green: Good, More eligible for Excessing

Pass Financial Threshold only if pass Register Loss Threshold too

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Use the buttons to expand any section in order to view details

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• Register Loss Threshold: Does school have greater than 3.5% register loss?

• Financial Threshold: Does school pass threshold for Scheduled Galaxy data?

• Financial Threshold After Excess Pending: Does school pass threshold for Scheduled Galaxy data plus pending Excess Requests?

• FTE Info: View School’s FTEs

• School Info: View ATS, student need, budget info, Progress Reports, etc.

• Excess Info: View Excess Requests

• Excess Adjust: Calculations to adjust Galaxy data for Requests

Excess Request Scoring Tool: Details

Excess Request Scoring Tool: Sections

Financial Threshold: Using Galaxy Scheduled Data*

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Press the button to expand each section

* Note: Date of Galaxy data in upper left-hand corner

Scoring Tool: Galaxy Scheduled DataEvaluates each school’s Scheduled Galaxy Data against

Four per-capita thresholds (Per Diem, OTPS, Cumulative, & Shortfall),based on the school’s Size-Level Group

Pay most attention to the cumulative per capita and final score

Press the button to view criteria per-capita thresholds

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Press the buttons to expand & collapse sections

REVIEW SUBMITTED REQUESTSAGAINST CRITERIA THRESHOLDS

Adjusts each school’s Scheduled Galaxy Data by Pending Excess Requests, according to intended use

• Expand the “Excess Info” section to view details on Pending Excess Requests

• Expand the “Excess Adjust” section to view the calculation for adding Requests to Scheduled Galaxy data

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ADDITIONAL SECTIONS: FTE INFOExpand to view FTE Info

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ADDITIONAL SECTIONS: SCHOOL INFONote in this section:

• New & Turnaround School flags; • Average Teacher Salary

Expand to view School Info

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ADDITIONAL SECTIONS: EXCESS INFORequests Approved Pending*Note in this section:

CFES scheduled amounts from Galaxy

Expand to view Excess Request Info

* Pending = Amount requested that is neither approved nor denied