2013 GMS Basic Navigation Lori Adams Shane Rhian Kiley Taylor Cathy - - PowerPoint PPT Presentation

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2013 GMS Basic Navigation Lori Adams Shane Rhian Kiley Taylor Cathy - - PowerPoint PPT Presentation

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2013 GMS Basic Navigation Lori Adams Shane Rhian Kiley Taylor Cathy Von Kaenel NDE Portal 4/29/2013 Outside circle is the Portal Inside Circle is the Collection NDE Staff District Administrator Reviewer LC Reviewer District Financial

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2013 GMS Basic Navigation

Lori Adams Shane Rhian Kiley Taylor Cathy Von Kaenel

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NDE Portal

4/29/2013

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Outside circle is the Portal Inside Circle is the Collection

District Administrator District Administrator Reviewer NDE Staff LC Reviewer Portal User Bookkeeper Data Entry View Only

4/29/2013

Financial Reviewer

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Portal Activation Codes

DA Activation Portal Type Activation

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Collection Activation Codes

Collections

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Receiving Activation Codes

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Activation Codes

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Activation Codes

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Entering the Application

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Types of Applications

  • Formula
  • Competitive
  • Plans
  • Payments Only

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Create a New Year

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Application Select Page

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Application Select Page

Action Buttons

Application Year Radio Button

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Review Checklist

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Do not use drop down list to navigate on Review Checklist.

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Review Checklist

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Umbrella Grant SPED IDEA Consolidated ‐4400

SPED IDEA Consolidated ‐ 4400

Overview Allocations Goals and Needs Amendment Description Contact Information Assurances Submit Application History Page Lock Control Application Print

  • Overview – Describes the application
  • Program Information – Specific questions for the Program including

budget pages

  • Staff – District Specific Staff
  • Equipment/Capital Outlay – Operational Equipment / Capital Outlay
  • Budget – Budget Detail and Budget Summary
  • Page Lock Control – Lock and Unlock Pages

4/29/2013

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Umbrella Grant NCLB Consolidated ‐4201

NCLB Consolidated ‐ 4201

Overview Allocations Goals and Needs Amendment Description Contact Information Assurances Submit Application History Page Lock Control Application Print

  • Titles IID, IV, and V are not funded.
  • REAP eligible schools are allowed to transfer 100% of their

allocations from one program to another

  • Schools that are not REAP eligible are allowed to transfer 50% of

their funds

4/29/2013

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Suggested Navigation

  • Move Left to Right through the tabs
  • Umbrella – SPED IDEA Consolidated – 4400

– Overview – Allocations – Contact Information – Goals and Needs

  • IDEA Part B Base

– Program Pages

  • IDEA Part B E/P

– Program Pages

  • IDEA Part B Preschool

– Program Pages

  • IDEA CEIS

– Program Pages

  • IDEA NonPublic

– Program Pages

  • Umbrella

– Assurances – Amendment Description (Only on Amendments) – Submit – Application History – Page Lock Control – Application Print

4/29/2013

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Navigation of Applications

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Allocations Tab

Releases entire amount to NDE if checked

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Allocations Tab

Releases entire amount to NDE if checked

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Allocations Tab

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Contact Information

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  • If DUNS is incorrect on display, contact Ron

Mowrey ‐ ron.mowrey@nebraska.gov

  • Must be registered in SAM – System for Award

Management – SAM.gov

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Contact Information

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Goals and Needs

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Goals and Needs

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Program Pages

  • Program Information

– Lists Specific Questions for the chosen application

  • Staff

– Instructional Staff

  • District Employee
  • Must Be Endorsed

– Non‐Instructional Staff

  • District Employee
  • Equipment / Capital Outlay
  • Operational Equipment
  • Capital Outlay
  • Budget

– Budget Detail – Budget Summary

  • Page Lock Control

4/29/2013

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Program Information

  • If you plan to use funds from a specific

program, you must answer the Program Information Questions

  • Prior Year Response

– may not have a prior year response (for example, the question is new this year) – 2500 Character Limitation

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Character Counter

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Instructional Staff

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Non‐Instructional Staff

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Equipment/Capital Outlay

  • Equipment / Capital Outlay

– Operational Equipment

  • Includes supplies & materials
  • Budgeted in Object Code 400
  • Cost at least $1500 per unit
  • Cost less than $5000 per unit

– Capital Outlay

  • Used to be Computer Hardware/Equipment
  • Budgeted in Object Code 500
  • Cost more than $5000 per unit
  • Both Pages

– Describe Item – Location – Unit Cost – Quantity

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Budget

Base E‐P Preschool CEIS NonPublic

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Budget Detail Example

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Budget Summary

4/29/2013

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Assurances

  • Can only be signed by the District

Administrator

  • Binding electronic signature
  • Assures that the DUNS number on the Contact

Information page is accurate

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Amendment Description

  • Only needed on Amendments
  • Communication between the District and NDE
  • n what is different than the prior application.

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Submit

  • Consistency Check

– Once run – locks the application – Only the user that ran the CC can unlock the application

  • Comments

– Comments to NDE – Comments from NDE to the District

  • Submit

– Data Entry submits to District Administrator – District Administrator is the only one that can submit to NDE

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Consistency Check

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Consistency Check

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Application History

  • Shows the user ids and dates of the

application

– When it was submitted to NDE – When (if) it was returned by NDE – When (if) it was submitted back to NDE – When it was approved by the reviewer – When it was approved by the Leader

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Page Lock Control

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Application Print

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Application Print

All pages will be checked ‐ Uncheck the pages you do not want to print

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Application Print

Unchecked pages will not print

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Application Print

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Application Print

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Application Print

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Application Print

This process runs hourly between 7:00 a.m. and 8:00 p.m. A pdf document will be available by hyperlink.

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PAYMENTS

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Switching sides

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Payment Summary

The Payment Summary is a snapshot of the current status of payments and allocations.

Select “View Reimbursement Requests/Financial Reports” to create, view, and submit requests to Financial Services. 4/29/2013

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Reimbursement Request/ Final Select

4/29/2013 Available on “not submitted” or “returned for changes“ RR

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Reimbursement Requests and Finals

4/29/2013

The contact information is pre‐populated from the NDE portal information. That means, that the person logged into the system will receive all system generated emails (such as approvals or disapprovals). It does not matter if you overwrite this information and save it, the person logged into the portal will still be the person receiving the emails.

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Reimbursement Request – by Object Code

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Service Providers IDEA Consolidated

http://www.education.ne.gov/FOS/GrantsManagementSystem/SPED_ IDEA_SESP_instructions_reimbursement_request.pdf

4/29/2013

Must save page, to save data.

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Consolidated Requests

You can submit consolidated requests for more than one program. However, NDE encourages reporting by program.

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Consolidated Requests

  • When submitting a consolidated request, any

program that is on hold for any reason, will automatically hold all other programs in the request.

  • That means, that if you have combined all

programs in one request, if there is a question on Title IID, you will not be paid for any of the other programs until the issue is resolved.

4/29/2013

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4/29/2013

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Final Closeouts

You can create a Final at ANY time!

You are encouraged to create and submit a final closeout once the district has fully expended funds. This will speed up end of the year processing for Financial Services and will ensure quicker reimbursement of funds.

4/29/2013

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Notes

  • System Time out is 20 minutes

– Save Often!!!! – New Timeout Warning Message

  • If you receive an error on the page THE PAGE

WILL NOT SAVE

– An error is in RED at the top of the page. – A Warning message also displays in RED, but will save your data

  • You cannot claim Reimbursements until you have

an approved application.

4/29/2013

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Required Documentation

4/29/2013

  • Documentation must agree by object code with the

approved budget

  • Must include detailed transaction level information (i.e.,

Expenditure Audit Report, Account Inquiry...) may include account, object code, vendor name, date paid, check number, amount and description of purchase

  • Journal Entries, Petty Cash Accounts and Bank

Card/Credit Card – need original transaction information with description of purchase

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Required Documentation

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Deadlines are Deadlines

  • Deadlines are Deadlines are applicable to

submission of application.

  • If the school district does not create and

submit an application by the deadline they will have to request an exception through the Consolidated Data Collection (CDC ).

  • Once an original application is submitted

before the deadline; changes can be handled through the amendment process in the GMS.

4/29/2013

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Resources ‐ Contacts

Help Desk: email:nde.helpdesk@nebraska.gov Local: (402) 471‐3151 Toll Free: (888) 285‐0556

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Resources ‐ Links

NDE Website: http://www.education.ne.gov GMS Website: http://www.education.ne.gov/gms2/index.html GMS User Guide: http://www.education.ne.gov/GMS/GMS%20User%20Guide.pdf NDE Portal: https://portal.education.ne.gov GMS Payment Information: http://www.education.ne.gov/FOS/PaymentInformation/index.html GMS Payment Instructions: http://www.education.ne.gov/FOS/GrantsManagementSystem/Payment_In structions_Outline_05.28.10.pdf