Formula Grant Electronic Application System for Indian Education

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Formula Grant Electronic Application System for Indian Education (EASIE) January 2012 John Smith Title

Formula Grant Electronic Application System for Indian Education (EASIE) January 2012 John Smith Title Month XX, 2009 © 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved

Agenda • What is Formula Grant EASIE? • Advantages of Online Process • Timeline

Agenda • What is Formula Grant EASIE? • Advantages of Online Process • Timeline for Parts I and II • Changes From Last Year • Features of EASIE System • User Roles • Formula Grant EASIE Process • Navigation, Question and Answer Formats • Data Pre-population • Training and Outreach • Important Dates to Remember • Online Demonstration © 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved Page 2

What is Formula Grant EASIE? üThe Formula Grant Electronic Application System for Indian Education

What is Formula Grant EASIE? üThe Formula Grant Electronic Application System for Indian Education (EASIE) is the online application procedure. üData is stored directly into the database which lessens the time it takes to get to the data analysis phase. © 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved Page 3

Advantages of Online Process üEASIE System is easy-to-learn and easy-to-use. üReview process is much

Advantages of Online Process üEASIE System is easy-to-learn and easy-to-use. üReview process is much faster. üLive technical and policy support is available during business hours via phone, email or fax. üApplication is divided into two separate parts. üEASIE was used for the 07 -08, 08 -09, 09 -10, 10 -11, and 11 -12 grant application process, and _ has been extremely successful. © 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved Page 4

Timeline for Parts I and II § Formula Grant EASIE is divided into two

Timeline for Parts I and II § Formula Grant EASIE is divided into two parts with each part having a separate open and closing time period to access it. • Part I: Student Count • Enables you to select your applicant type and to submit your Indian student count by category and total. Count screens are tailored to the applicant type you choose. • Part I opens January 09, 2012, and will close at 11: 59 P. M. , Washington, DC Time on February 10, 2012. • Part II: Program and Budget Information • Provides your award amount based on the Indian student count total submitted under Part II also enables you to enter student performance data, identify your project’s services and activities, and build a realistic program budget. • Part II is scheduled to open April 2, 2012, and will close at 11: 59 P. M. , Washington, DC Time on May 4, 2012. © 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved Page 5

Changes From Last Year üThere are no changes for Part I of the SY

Changes From Last Year üThere are no changes for Part I of the SY 2012 -13 application. © 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved Page 6

Features of EASIE System ü Users can view/download a PDF version of their Formula

Features of EASIE System ü Users can view/download a PDF version of their Formula Grant EASIE application at any time. ü Unique tracking number for each Formula Grant EASIE question to assist in faster referencing. ü Online Getting Started materials, FAQs, and Partner Support Center are available to assist in completing the Formula Grant EASIE application. ü Managing users can easily create a new version of their Formula Grant EASIE application when updates need to be made to a certified version. ü Specific data is pre-populated from EDFacts. ü Built in validity edit checks for improved data quality. © 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved Page 7

Features of EASIE System EDEN Submission System (ESS) – Login Window üFormula Grant EASIE

Features of EASIE System EDEN Submission System (ESS) – Login Window üFormula Grant EASIE will be accessible via the EDEN Web Portal: https: //eden. ed. gov/Survey © 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved Page 8

Features of EASIE System Formula Grant EASIE Application ü Provides access to everything necessary

Features of EASIE System Formula Grant EASIE Application ü Provides access to everything necessary for an applicant to complete their Formula Grant EASIE application and submit to ED. © 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved Page 9

Features of EASIE System Getting Started Supporting Screens ü Provides introductions, instructions, and general

Features of EASIE System Getting Started Supporting Screens ü Provides introductions, instructions, and general navigation tips. ü We strongly recommend all users read through this section prior to beginning their Formula Grant EASIE submission process. © 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved Page 10

Features of EASIE System Formula Grant EASIE Menu Options üAllows users to view/download the

Features of EASIE System Formula Grant EASIE Menu Options üAllows users to view/download the current and previous year’s EASIE submission in a PDF file. üAllows users to link directly to the data entry sections of Part I. üAllows users to view progress (not started, started and finished). © 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved Page 11

User Roles General User ü Enters the student count (or application) data into the

User Roles General User ü Enters the student count (or application) data into the system. ü May not certify the application or create a new version. ü Most often support staff doing initial entry of application data. Managing User ü May submit student count and other application data. ü May certify the application. ü May create a new version of the application after the application has been certified. Only a Managing User may create a new version; therefore each applicant must have at least one Managing User. ü Could be the Project Director with comprehensive knowledge of the program and the ability to edit the application as well as certify in the absence of a designated Certify User ü May certify the application after all sections are filled out and reviewed for accuracy; is an official legally authorized to submit Formula Grant EASIE. ü May not enter or edit data or create a new version. ü Should be a Superintendent or Principal as authorized by the entity. © 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved Page 12

User Roles Notes on certifying: ü The Certifying Official for the entity can technically

User Roles Notes on certifying: ü The Certifying Official for the entity can technically be either a Managing User or a Certify User. Entities are encouraged to place the onus for certifying the application as high up within the organization as possible, i. e. a principal or superintendent. ü Managing Users can certify as a backup to the Certify User, but whenever possible, the user internally determined to have the highest authority should be the person to certify the application. © 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved Page 13

Formula Grant EASIE Process Step 1. Indicate Applicant Type: • LEA (Not part of

Formula Grant EASIE Process Step 1. Indicate Applicant Type: • LEA (Not part of a Consortium). • LEA (Consortium Leader). • Bureau of Indian Education. • Tribe Applying in Lieu of LEA. Step 2. Provide a number break down of eligible Indian children. Step 3. Provide the total number of all students enrolled in the applying entity. Step 4. Person deemed responsible by the entity reviews the data in preparation for certification of your entity's application. Step 5. Certifying Official for the entity, i. e. the Superintendent or an authorized official, certifies the application. © 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved Page 14

Formula Grant EASIE Process Student Count process is described. ü Detailed description of the

Formula Grant EASIE Process Student Count process is described. ü Detailed description of the 5 step Part I process. © 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved Page 15

Formula Grant EASIE Process Ability for user to choose type of application. ü Users

Formula Grant EASIE Process Ability for user to choose type of application. ü Users can choose from four different types of applications. ü Users’ choice will dictate the path of the application. Verify this information with the entity’s authorized official. ü BIE schools should choose BIE, not LEA. © 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved Page 16

Formula Grant EASIE Process Ability for user to provide detailed Indian Student Count. ü

Formula Grant EASIE Process Ability for user to provide detailed Indian Student Count. ü Users indicate number of Indian students in each of four categories. ü Total is system-calculated. ü Users enter start and end dates for the count period. Total # of days is system-calculated. © 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved Page 17

Formula Grant EASIE Process ü The ED 506 Form required for every Indian Student

Formula Grant EASIE Process ü The ED 506 Form required for every Indian Student counted by almost all applicants (BIE schools using ISEP are the only exception). The ED 506 Form ü The ED 506 Form must be completed and signed by the parent. ü The ED 506 form is the official document for certifying tribal membership. ü Blank form available for download in section 4 of Getting Started. üThe ED 506 Form may not be altered in any manner. © 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved Page 18

Formula Grant EASIE Process Count Period described. ü Excerpt from FAQ describing count period.

Formula Grant EASIE Process Count Period described. ü Excerpt from FAQ describing count period. ü Technical and policy information available in the FAQ. ü The FAQ Document should be the first step in troubleshooting EASIE. © 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved Page 19

Formula Grant EASIE Process Ability for user to provide count of all students in

Formula Grant EASIE Process Ability for user to provide count of all students in LEA. ü Indian Student Total is populated with data from previous screen. ü If previously provided to EDFacts by the SEA, total student count for the LEA is available for use. ü Users are able to accept EDFacts data or to enter their own data. © 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved Page 20

Formula Grant EASIE Process Ability for user to indicate a section is “finished”. ü

Formula Grant EASIE Process Ability for user to indicate a section is “finished”. ü Summary of data entered so far allows users to double-check their application. ü If corrections need to be made, click on the “Back” button to make changes to previous sections. ü All sections must be labeled as “Finished” for the entity to be able to certify the application. © 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved Page 21

Formula Grant EASIE Process Managing or Certify User begins certification process üManaging and Certify

Formula Grant EASIE Process Managing or Certify User begins certification process üManaging and Certify Users can start the certification process. üPDF versions of both current and prior year applications are available. üUsers cannot begin to certify unless the entire section is “finished”. üCertification is critical because your application is not submitted to ED until it is certified and uncertified applications will not be awarded grant funds. © 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved Page 22

Formula Grant EASIE Process Ability for designated user to officially certify and submit the

Formula Grant EASIE Process Ability for designated user to officially certify and submit the application to ED. ü Managing or Certifying Users can certify the application. üOnce an EASIE application is certified, no updates can be made to data without creating a new version. © 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved Page 23

Formula Grant EASIE Process Ability for Managing User to update the application after it

Formula Grant EASIE Process Ability for Managing User to update the application after it has been certified. ü Only a Managing User can create a new version. ü Once a new version is created, the section will change from Finished to Started. ü The information from the previous application is pre-populated in the new version. ü System creates a copy of previously certified version and archives original. © 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved Page 24

Formula Grant EASIE Process Reminders! ü The application is not considered complete and will

Formula Grant EASIE Process Reminders! ü The application is not considered complete and will not be transmitted to the U. S. Department of Education until it is certified. ‘FINISHED’ is not the same as ‘CERTIFIED’. ü Be sure to print and/or save a copy of your application once you have certified. When the application period closes, you will no longer have access to print or download what you have submitted. ü Application updates can only be made during the open period. An entity may decrease, but not increase the Indian student count once EASIE Part I has closed. © 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved Page 25

Navigation BACK button will appear on almost every screen. Allows users to save and

Navigation BACK button will appear on almost every screen. Allows users to save and return to previous screen. Use this button, rather than the browser Back button. CLEAR button will allow the user to clear the information that they have typed in a particular question/screen prior to last save. SAVE button will allow users to save their work without going forward or back. CONTINUE button will automatically save the data entered and move the user to the next screen. © 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved Page 26

Question and Answer Formats Ø Text Data. For the questions that require textual responses

Question and Answer Formats Ø Text Data. For the questions that require textual responses we recommend that users compose and save their response in Word and then use the copy and paste feature to copy their response into the appropriate question. The system limits the number of characters you can enter into text fields. Ø Numeric Values. Each of the numeric fields have basic validity edits built in (e. g. , student counts should be provided in whole numbers). Incorrect data will trigger the appropriate error message. Ø Single choice responses. For the sections that capture Either/Or data, indicate the answer as required using clickable radio buttons. Ø Check-box Data. For the questions that capture data with the potential for multiple responses, indicate all answers that apply by checking the appropriate boxes. © 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved Page 27

Data Pre-Fill ED will pre-populate a number of tables in Formula Grant EASIE from

Data Pre-Fill ED will pre-populate a number of tables in Formula Grant EASIE from state submissions to EDFacts. Users may do one of three things to complete the EASIE data fields on the right side: ü Enter data directly into the EASIE data fields. ü Copy the EDFacts pre-population data to the EASIE data fields, individually or all at once. ü Copy EDFacts pre-population data to the EASIE data fields and modify as needed. The data for pre-population is refreshed from the EDFacts database on a nightly basis. In Part I, the total student count for the entity is the only place where pre-filled data may appear. © 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved Page 28

EASIE Supporting Documentation Where do I go for… ü List of FAQs? Click the

EASIE Supporting Documentation Where do I go for… ü List of FAQs? Click the Getting Started button. Access the Download FAQ button. ü EASIE Help File? Log in and click the Getting Started button. This is a help file to assist you with submitting your application. ü List of Federally Recognized Tribes? Official list is available at: – Department of the Interior: http: //www. doi. gov – Department of Education, Office of Indian Education: http: //www. ed. gov/programs/indianformula/resources. html State Recognized tribes are listed with the state they are located. Additional details about tribal affiliation is available in Question 4. 7 of the FAQ. © 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved Page 29

Training and Outreach Partner Support Center will: ü Be available to answer questions and

Training and Outreach Partner Support Center will: ü Be available to answer questions and resolve user account issues. ü Distribute regular broadcasts providing Formula Grant EASIE applicants with updates and helpful hints on successful completion. ü Conduct two additional Web. Ex Demonstrations: ü January 19, 2012, from 11: 00 a. m. – 12: 00 noon EST (beginning at 10: 00 a. m. CST, 9: 00 a. m. MST and 8: 00 a. m. PST) https: //www 1. gotomeeting. com/register/672475584 ü February 2, 2012, from 3: 00 – 4: 00 p. m. EST (beginning at 2: 00 p. m. CST, 1: 00 p. m. MST and 12: 00 noon PST) https: //www 1. gotomeeting. com/register/122040112 ü Provide a link to a recording of the first Webinar. © 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved Page 30

Support for Formula Grant EASIE Partner Support Center (PSC) Hours of Operation: 8: 00

Support for Formula Grant EASIE Partner Support Center (PSC) Hours of Operation: 8: 00 a. m. 6: 00 p. m. Eastern Standard Time (EST) -- Monday-Friday except federal holidays. PSC will be closed Monday, January 16, 2012 in observance of Martin Luther King, Jr. Day. Contact information ü Telephone: 877 -457 -3336 (877 -HLP-EDEN) ü Fax: 888 -329 -3336 (888 -FAX-EDEN) ü TTY/TDD: 888 -403 -3336 (888 -403 -EDEN) ü E-mail: [email protected] gov © 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved Page 31

Important Dates to Remember Part I: ü Opens January 9, 2012 ü Closes February

Important Dates to Remember Part I: ü Opens January 9, 2012 ü Closes February 10, 2012 ü Webinars § Thursday, January 5, 2012 at 3: 00 p. m. , EST § Thursday, January 19, 2012 at 11: 00 a. m. , EST § Thursday, February 2, 2012 at 3: 00 p. m. , EST Part II: ü Opens April 2, 2012 ü Closes May 4, 2012 ü Webinars § TBD © 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved Page 32

Formula Grant EASIE Part I Online Demonstration © 2009 2020 Company, LLC. Proprietary and

Formula Grant EASIE Part I Online Demonstration © 2009 2020 Company, LLC. Proprietary and Confidential. All Rights Reserved Page 33