costshare documentation in the wnep data system
DESCRIPTION
Costshare Documentation in the WNEP Data System. Wisline Web Meeting August 30, 2007 2:15 – 3:45 pm. Costshare in the WNEP Data System—Major Functions. Calculation of the value of costshare for budget planning (March – May) - PowerPoint PPT PresentationTRANSCRIPT
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Costshare Documentation in the WNEP Data System
Wisline Web Meeting
August 30, 2007
2:15 – 3:45 pm
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Costshare in the WNEP Data System—Major Functions
1. Calculation of the value of costshare for budget planning (March – May)
2. Setting up the data system so when costshare is documented it can be entered easily and logically (August – November)
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Costshare in the WNEP Data System—Major Functions (cont.)
3. Entry of documented costshare claims into the data system
(October – September)
4. Summary of costshare that was documented and claimed
(End of each quarter)
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The focus of today’s Wisline Web will be on item #2 on the list:
Setting up the data system so when costshare is documented it can be entered easily and logically
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Voting Slide
Who does the entry of donation details in your county/counties?– The coordinator– The nutrition educator/s– Support staff– Any or all of the above– Don’t Know
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Important Principles for Entry of Costshare Donation Details
• How the donation details are set up can make a huge difference in the ease with which costshare claims can be entered later
• For most types of costshare, there are several ways the details can be set up (often there is a “best” way)
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Principles of Donation Details (cont.)
• It is important to get it set up properly prior to entry of any costshare claims
• Roles of Financial specialists:– Serve as consultants in setting up donation
details – Review all agreement donation details early in
the fiscal year (before end of 1st quarter)
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Principles of Donation Details (cont.)
• Start planning for setting up the Donation Details by reviewing the Agency costshare Agreement (form D)
• Any revisions to Agency costshare contributions should be reflected on the Agreement form and in the Database
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Principles of Donation Details (cont.)
• Plan backwards = Consider how the documentation of the costshare donation will be done
Design your costshare entry screen to match your documentation plan
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Principles of Donation Details (cont.)
• The Database costshare record can be used as either:
– A replication of the hour by hour costshare effort that is documented on paper
– A summary of the costshare hours as documented on paper records
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Let’s look at some Examples
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Costshare Agreement for Teaching at a Senior Meal Site
See Handout #1
Agreement (form D) with Department of Aging gives details about costshare being provided by agency
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Time/Effort Documentation Plan
Think about how the Time being worked, for WNEP, by the agency colleagues will be documented.
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Voting Slide
How would you document the time/effort of these agency colleagues?
• Get signatures on the Teaching datasheet each time we do a teaching event
• Ask the site coordinator to sign for the hours her staff work for WNEP each month
• Have the agency colleagues keep track using a time/effort monthly record of time worked for WNEP each day
• At the end of each quarter, ask the agency colleagues to sign a form certifying the total number of hours they worked for WNEP
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Let’s assume that you are using the Teaching Event Datasheet to
get signatures
View Form
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Setting up Donation Details in the Data System to be consistent with:
• the Agreement form
• the Time/Effort Documentation method being used
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Link to Test WNEP Data Site
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Donation Details for Donated Supplies/Materials
Documentation requirements for these types of costshared items are not as stringent, but we would be wise to take it seriously
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Voting Slide
When entering the Donations details for Supplies, which type of “Event” would you choose for “Handouts for teaching”?
• Donation—Goods/Services• Teaching event• Newsletter
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Voting Slide
Which type of “Event” would you choose for resources contributed by an agency partner related to publicizing WNEP programs?
• Donation—Goods/Services• Teaching event• Newsletter
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Type of Supply determines when the donation will show up to be “claimed”
If you choose:– Copying handouts– Education supplies– Food for demonstration– Other Teaching materials
Then those items will appear and be able to be claimed when you enter a “Teaching Session” Event
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Type of Supply determines when the donation will show up to be “claimed”
If you choose:– Advertisement/promotion– Office supplies– Other supplies– Staff mileage
Then those items will appear and be able to be claimed when you enter a “Donation—Goods/Services” Event
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Type of Supply determines when the donation will show up to be “claimed”
If you choose:– Copying newsletters– Mailing newsletters
Then those items will appear and be able to be claimed when you enter a “Newsletter” event
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Link to Test WNEP Data Site
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Costshare Agreement for Teaching in Elementary School Classrooms
See Handout #2
Agreement (form D) with School District gives details about costshare being provided by the agency
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Voting Slide
How would you document the time/effort of these Teachers when they help with WNEP teaching events (column b)?
• Get teacher signature on the Teaching datasheet each time we do a teaching event in his or her classroom
• Ask the Principal to sign for the hours her staff work for WNEP each month
• Teachers keep track of their time using a time/effort monthly record of time worked for WNEP each day
• At the end of each quarter, ask each teacher to sign a form certifying the total number of hours he or she worked for WNEP
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Voting Slide
How would you document the time/effort of the Teachers when they use our evaluation tool in their classrooms (column c)?
• Get a teacher signature on the Teaching datasheet each time WNEP does a teaching event in his/her classroom
• Ask the Principal to sign for the hours her staff work for WNEP each month
• Teachers keep track of their time using a time/effort monthly record of time worked for WNEP each day
• When the series of lessons is done, each teacher signs a form certifying dates and hours of work they did for WNEP when WNEP educators were not there
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Setting up Donation Details in the Data System to be consistent with:
• the Agreement form
• the Time/Effort Documentation methods being used
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Link to Test WNEP Data Site
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Costshare Agreement for a Newsletter
See Handout #3
Agreement (form D) with Agency Partner gives details about costshare being provided by agency
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Voting Slide
How would you document the time/effort of the Support staff person who is helping prepare the newsletter?
• Get signatures on the Teaching datasheet each time we do a teaching event at the site
• Ask the center director to keep track of the hours her staff work for WNEP each month
• Support staff person keeps track of time using a time/effort monthly record of time worked for WNEP each day
• At the end of each quarter, ask the support staff person to sign a form certifying the total number of hours he or she worked for WNEP
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Voting Slide
How would you document the time/effort of the Center Director?
• Center Director keeps track of his or her time using a time/effort monthly record of time worked for WNEP each day
• At the end of each quarter, ask the Center Director to sign a form certifying the total number of hours he or she worked for WNEP
• Get his or her signature on a Meeting/Collaboration datasheet each time WNEP staff meet with him/her
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Setting up Donation Details in the Data System to be consistent with:
• the Agreement form
• the Time/Effort Documentation methods being used
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Link to Test WNEP Data Site
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Costshare Agreement for Time/Effort when WNEP is not Present
See Handout # 4
Agreement (form D) with the Health Department gives details about costshared time/effort being provided by the agency
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Time/Effort Documentation must meet essential criteria:
• Dates on which the work is done are specified
• The amount of time worked on each date is listed
• Original signature of the person doing the work is on the form
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Time/Effort Monthly Record Form
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Setting up Donation Details in the Data System to be consistent with:
• the Agreement form
• the Time/Effort Documentation method being used
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Voting Slide
Which type of “Event” would you use when setting up the Donation Details for work documented on a Time/Effort monthly record form?
• Teaching Session• Collaboration/Meeting• Donation--Goods/Services• Unattended Display
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Link to Test WNEP Data Site
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Watch for up-coming information and training related to how we document
time/effort of UW-Extension colleagues who do work for WNEP
• ECRT system is being developed to replace current PARS system• Will require all WNEP colleagues (paid and costshared) to certify their effort toward WNEP work through a web-based system.
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Watch for an email notice about how this Wisline Web training
will be available for later viewing in an archived format