Basic Computer Learning
Contents
1. Basic Computer Learning 20130 Center Ridge Road Rocky River OH 44116 440 356 9550 800 556 6130 www bclsite com ACR v2 02 Table of Contents IALFODUCH OMe rc 5 Getting Started MAG ce 7 8 lle 9 10 soc UELUT 11 12 Mills 13 14 Employee Benefits 1x rere ER we Re Ed RR n e Ed wt RR RR CR n RR 15 20 General Information iiie em a ised RR E Ra RER EX CER ER AR bares 15 PRINGIPANMS RECONRG swsiecccis daca ined iea T a dace EE EE OEE ER ETERS 16 18 Employee Records cbr e EE E EE 3 Re Fa Reg EY RENE 18 Fina RECORGS esee edet cn nex met hine e ee nite is dee n inta x Rr us ex cis RR e 18 Print ReCOEGS secre pitetesein vation Ud RORRRRERMENUER ARE NRRRRUEANRRMAMD RAN ERN ME ERG 18 Delete Records aor ete banner REEERER n MRERER ERR Ra EE Ra xx n ea Ren 19 New Employees During the Year ssssssssseesseee nemen e nnn 19 Substitute Teachers txt nate nn E eR NERO RR UE ne RN RC A KR 19 Employee Benefits REPOrt ccccccecsseeece esse tees nese eee e nnnm amena ases ann 20 Setup ACtiVItIes ise xxu E ERR RR NERA RRRMERRRRUMERRERRKRNKRRERRREEARNEXKKERRKRKKNNEREERFKEE ERR 21 24 General EfoFDWaLblOI csset een x se pe coven nut EE RENE ixa RR pa e d dead ance RR Rc GR 21 Enter School Dates ecu rue neret ERR x Eua NER IR HR RENE RR ERO ER PR RIA RR 21 22 Auto Date FIFI urere tert rere ERR E nse RRRRERERERRRERMERMERMERER MER ERE 22 23 Enter Days OTf eive tex oda rx A ERE NAE2. Template Reimbursement Entry SF 240 Print a Blank Weekly Log Sheet Print Blank Weekly Log Sheets with Names Print a Blank Activities Performed Sheet Print Blank Activities Performed Sheets with Names Employee Benefits Employee Benefits Report Q Setup Activities Enter School Dates Auto Date Fill in Enter Days Off Auto Days Off Fill in Enter Minutes Per Day Q1 Weekly Log Sheet Q2 Weekly Log Sheet Q3 Weekly Log Sheet Q4 Weekly Log Sheet Q1 Activities Performed Sheet Q2 Activities Performed Sheet Q3 Activities Performed Sheet Q4 Activities Performed Sheet Internet Access Required State of Ohio Guidelines Menu O OOOOOOOOOOOO Q T state of Ohio ACR v2 02 13 State of Ohio Guidelines Menu o Access the Guidelines Menu from the Main Menu o Each of the fourteen categories for claims is explained here o Select the category you need to read about by clicking on the button to the left ACR v2 02 14 Employee Benefits General Information o Employee Benefits must be entered before weekly log sheet data can be entered o Determine which employees from your school are eligible to make claims Include only those employees who receive a paycheck from the parish school Do not include Auxiliary Services Title I or Special Education teachers o Gather all the personnel data for each eligible claimant o From the Menu page click on the button to the left of Employee Benefits o This is a sample Employee
3. ACR v2 02 32 o Double Sided Printing o Click the button for the appropriate quarter A log sheet will show Notice that no minutes show but Xs appear for days off o To print a sheet for a specific employee click on Find Select the person s name and view the log sheet and Record of Activities Click on Print Current Record o To print a sheet for all employees click on Find All Click on Print All Records Print Blank Activities Performed Sheets with Names o From the Menu click the button labeled Print Blank Activities Performed Sheets with Names Print Blank Activities Performed Sheets with Names o The following window opens o Click the button for the appropriate quarter A Record of Activities Performed Sheet will show o To print a sheet for a specific employee click on Find Select the person s name and view the Record of Activities Click on Print Current Record o To print a sheet for all employees click on Find All Click on Print All Records ACR v2 02 33 Print Weekly Log Sheets with Data Print Current Record o Select Q1 Q2 Q3 or Q4 Weekly Log Sheet from the Menu o The appropriate log sheet appears showing employee claims as well as Xs for days off o Click on Find Select the person s name and view the log sheet Click on Print Current Record o The following window appears Q1 Weekly Log Single Sided Printing puheivus Mar iy rad Q2 Weekly Log Single Sided Printing Qo Double Sit
4. District School Year IRN Click on Continue When Finished Q Continue ACR v2 02 43 View the SF 240 o Preview the SF 240 for accuracy of information o Click the Print button o The administrator of the school must sign and date the SF 240 form SF 240 Morpublic School Ohio Schoolfor Children Address 20130 Center Ridge Road IRN Naber 234567 School Year 2002 2003 Rev 09 02 MANDATED NONFUBLIC ADMINISTRATIVE COST AFFLICATION FOR REIMBURS EMENT Pursue w Secunn 331 083 Obio Revised Code Sdra siradmve Aasiat Thaaploymad amp Waker apa 3317063 5938 51 eo 923 90 m A men Thereby certify that the activities for which reimbursement is requested above are mandated bey State Lawor by requirements diky promulgated by city exempted village or local school districts are not am integral part of the teachimg process were actually performed bey employees of this school and thatthe school maintains a separate account or system of accounts a time record for each employee and a salary record of each employee as required by the Chio Department of Education Standards 3301 40 01 through 3301 40 07 2 3 2002 ACR v2 02 44 Quit the Program o o From any screen in the program click on the Menu button Quit Save amp Back Up Work Click on the Quit button Save Work o o FileMaker Pro automatically saves the data entered on the Hard Drive Make a back up of
5. Hours ipevemseekOnmwausdIwemHy 1414 40 a ea aa saz 7057 Wace ee 284 50 3 Student amp Other Stakeholder Focus 282 46 a Feity amp Staff Focus 5 Educational Programs amp Support 133 60 025 66 142 29 27 _6 Using Data to Improve Performance O8 333 017 200 608 2927 7 Procedures for Evaluation amp Intervention os eod oi 200 899 2927 8 Chartered Nonpublic Schools ozs 20 020 200 44s 2927 13025 9 Entry Year 033 34s 042 200 620 2927 181 47 10 Professional or Associate License Renewal os 317 o 833 1814 2927 530 96 Transportation of Pupils 10 74s os s33 1708 2927 499 93 12 Federally Funded Education Programs 13 Unemployment amp Worker s Compensation 37 Print Quarterly Summary Forms o Choose either the Print Current Record button or the Print All Records button o The Print Dialog box for the printer will open Click Print Refer to the Guidelines o To view the guidelines for each category click on the number or the category o The appropriate portion of the Guidelines will open for reference ACR v2 02 38 Quarterly Summaries View Quarterly Summaries o From the Menu click on the Q1 Summary button o Claimants are listed in alphabetical order for this summary o Atthe end of the report notice the amount next to First Quarter Total This is an easy way to monitor the schoo
6. RR ARN DER XFRERRRIMEN DER XPR TRRNAEN N 23 Auto Days OFF FIISIN eise err ra vox RARAN REPRE EE ies FEE EE vias aes PEE ee 24 Enter MINUTES Per Day restir ex na xh RR aman done ERR RA RURE RANK R BER REN R EARN 24 Weekly Log Sheets eseeesseeeseeeeee ennemi sna rena sna sna sna rna nean 25 28 General Information esses nennen senses nnn 25 Ener Date eT 26 Maximum MINUTES TT 27 Refer to the Guidelines esses nemen nnn 28 Record of Activities Performed Sheets ccccceeee cece eee eee eee memes 29 30 General Pr foFtmabiOIb cse crer ken s rex reuse cess nre Rd RR pha anew UEM KE K OE RM ea KE 29 EM Er r c 29 Refer to the Guidelines cesses nnn 30 ACR v2 02 3 Print Weekly Log Sheets amp Record of Activities Performed Sheets 31 36 General EInfortmatiori cete RR RE nr EXEXEM RR RR REFERRE Ee dS 31 Print a Blank Weekly Log Sheet ssssssssseeeen m memes 32 Print a Blank Activities Performed Sheet cccecceeeee sees ee eee nese eeeeeeeaeaas 32 33 Print Blank Weekly Log Sheets with Names and Dates ecceeee tees eeee eee 32 SinglesSided iecit sens ee NG end Sans pa See edi ea ree Sane MEER EKMEERA FK AES 32 DUPIOX EE 33 Print Blank Activities Performed Sheets with Names esee 33 Print Weekly Log Sheets with Data sseeseeeee mmm 34 35 Print Current Record eere vie a eect een ERR RE E EENE RAE 34 Print A
7. and legibly They are given to the person entering data in this program The Weekly Log Sheets may also be printed from the program after data is entered Both sheets should be compared for accuracy of the totals The Weekly Log Sheets are submitted to the Principal who reviews and signs them The verified signed Weekly Log Sheets are kept for each claimant for the four quarters of the school year These sheets and the Activities Performed Sheets become the critical back up data for the school s SF 240 claim The Weekly Log Sheets are kept with the computer generated reports and are maintained as the necessary back up data They must be kept on file at the school for a period of five years ee GIU Governance amp Organizational Leadership 200 20 20 40 40 Strategic Planning amp Contimous Improvement 8 Student amp Other Stakeholder Focus X Faculty amp Staff Focus 5 X Educational Programs amp Support 5 200 200 pA Using Data to Improve Performance X Procedures for Evaluation amp Intervention X Chartered Nonpublic Schools Entry Year ik 2 a 4 5 6 T 8 9 Professional or Associate License Renewal Transportation of Pupils Federally Funded Education Programs Unemployment amp Worker s Compensation EU Em Other 5 9 250 210 230 265 50 85 48 53 X 113 53 ACR v2 02 25 Enter Weekly Log Sheet Data o Inthe Menu click on the Q1 Weekly Log Sheet button o For each employ
8. employees claimed time and activities performed Any and all of these are acceptable to use for back up data of your claim Print a Blank Weekly Log Sheet o From the Main Menu click on the button Print a Blank Weekly Log Sheet Q Print a Blank Weekly Log Sheet o The following window opens Chose to print the Blank Weekly Log or the Blank Weekly Log amp Record of Activities if duplex printing is an option Blank Weekly Log amp Record of Activities o Legal sized paper is needed to print Weekly Log Sheets A reminder will appear Click OK o Click Print when ready ACR v2 02 31 Print a Blank Activities Performed Sheet o From the Menu click the button labeled Print a Blank Activities Performed Sheet C Print a Blank Activities Performed Sheet o A message appears reminding you to use legal sized paper o Click OK when the paper and the printer are ready Print Blank Weekly Log Sheets with Names and Days Off o From the Menu click the button labeled Print Blank Weekly Log Sheets with Names o The following window opens o Single Sided Printing o Click the button for the appropriate quarter A log sheet will show Notice that no minutes show but Xs appear for days off o To print a sheet for a specific employee click on Find Select the person s name and view the log sheet Click on Print Current Record o To print a sheet for all employees click on Find All Click on Print All Records
9. provided templates to organize this information electronically This is a user friendly program that organizes and summarizes data In keeping with the changes to the State program BCL has revised the original and enhanced it in this 2002 version Patricia Gettens John Gedeon and Ann Marie Winchester have designed the ACR Recordkeeping and Reporting Program Mandated Services They have consulted with the Catholic Conference of Ohio and principals to ensure that this program meets the recordkeeping guidelines and law If illegal activities are claimed the use of this program will not prevent citations by the State Auditor or reviewers It is each claimant s responsibility to list only recordkeeping and data gathering activities that are not an integral part of teaching Copies of the new Guidelines should be duplicated for each employee The templates were produced through the efforts of many people The costs of developing these materials are recovered through sales The unauthorized duplication of personal computer software raises the cost to all legitimate users This software is protected by federal copyright law Copying software for any reason other than to make a back up is a violation of law Individuals who make unauthorized copies of software may be subject to civil and criminal penalties Report copyright violation to Software Publisher s Association 1730 M Street NW Washington D C 20036 or Basic Computer Lear
10. Benefits Record Percentages change according to each school FirstName Denise School Year 2002 2003 LastName Computer Personnel Code Position Grade Subject Hourly Rate Days Hours Day Base Salary Other Salary IstHalf 2nd Half List Halt Social Security 725 Worker s Compensation 091 091 Unemployment LI Lay Person Retirement Religious Retirement Medical Benefits 2 500 00 2 500 00 Other Total Benefits 7 554 20 Annual Salary 44 554 20 o SPECIAL SAVE FEATURE As data is entered in the ACR program it is automatically saved No need to save while working on the program ACR v2 02 is Create the Principal s Employee Benefits Record o ACR v2 02 Begin with the Principal o From the Main Menu click on Employee Benefits o Click on the button for a new record o Click on the box next to First Name Enter the claimant s first name o Press the Tab key on the keyboard o Enter the Last Name o Press Tab Position o Click on a position in the pop up menu or enter one if not listed o Press Tab Grade o Click on a grade in the pop up menu or leave it blank if not applicable o Press Tab School Year o Enter the current school year Ex 2002 2003 o Press Tab Personnel Code o If you wish to use a code enter one It could be a pattern such as 2002 01 The next record would be 2002 02 o Press Tab o Th
11. S fmp o Click on Save ACR v2 02 46 Start a New School Year Set up a New School Year Each year the ACR file needs to be setup again Each year is named with the school year and kept for the purpose of documenting claims o ACR v2 02 Open the ACR file from the previous school year At the opening screen click on the File heading and select Save a Copy As Next to Type Click on copy of current file Hold the mouse down to view the list of choices Highlight Clone no Records to create an empty copy of the ACR for the new school year Name the file with a different name than last year s Click on Save Click on Quit Open the newly created file for the current school year From the Menu click on the Employee Records button Click on New Record Begin entering employee information as done in the past year 47 ACR v2 02 48 Support Documentation Phone Support Please call the following 800 number between 8 30 A M 5 00 P M Monday through Friday for support in using the ACR Recordkeeping amp Reporting Program When calling ask for ACR Support 1 800 556 6130 Internet Support Go to the Menu of the ACR program The section below the red line contains links for your use Internet Access Required Q T ACR Manual Q T State of Ohio Guidelines D BCL Support Website ACR Manual This link will take you to the BCL website page for the ACR Program Scroll to the bottom of the page to f
12. blank sheets o Click on the Auto Days Off Fill in button o A message appears when the process has been completed Click OK The days off have been marked in all records Continue the setup activities and click on the button for Enter Minutes Per Day Enter Minutes Per Day o This feature will ask for the maximum minutes claimable per school day When employee minutes are entered in the Weekly Log Sheets there will be a built in check that no employee has over claimed for a given day o Click on the Enter Minutes Per Day button o The following screen opens o Enter the maximum claimable minutes o Click Continue o A message appears to verify the process is complete Click OK E Enter the maximum number of minutes claimable for a school day This is based on the time a claimant works per day Before clicking on Continue make sure you have an employee benefits record for each claimant Click Continue for the minutes to be transferred to each employee s record Maximum claimable minutes 330 Q Continue Q Cancel ACR v2 02 24 Weekly Log Sheets General Information The Weekly Log Sheets and the Record of Activities Performed Sheets are the critical portions of the Administrative Cost Reimbursement claim Each claimant signs his her log sheet The State Auditor or reviewer looks at these sheets to check the validity of claims Weekly Log Sheets should be completed neatly
13. computer Locate the ACR program on the Hard Drive Double click on the ACR program icon This will cause FileMaker Pro to open also Enter the needed password See the Password section of the manual for this information You are ready to create the school s ACR recordkeeping and reporting file Continue reading this manual for step by step directions An Acrobat Reader version of this manual can be found in the ACR Program folder installed on your computer Getting Started Windows Minimum and Recommended Equipment Requirements Highly Recommended Intel compatible Pentium 90 or higher o 32MB of RAM available o Hard Disk with 80MB free o Windows 98 ME NT 4 0 2000 or XP O O O CD ROM Drive LaserWriter Printer Minimum Intel compatible Pentium 90 or higher o 32 MB of RAM available o Hard Disk with 80MB free o Windows 98 O Oo Oo CD ROM Drive LaserWriter Printer Software Needed o ACR Recordkeeping amp Reporting Program o FileMaker Pro 5 or higher Why do I need FileMaker Pro and how can I purchase it o The ACR Recordkeeping amp Reporting Program uses this application to operate o Call BCL 1 800 556 6130 or 440 356 9550 to order Install FileMaker Pro o Putthe CD into the disk drive o Install FileMaker Pro onto your computer Follow directions that accompany the software o After installation restart the computer ACR v2 02 9 How is the ACR Program installed 0000 0 Put th
14. d Quarterly Summary Form Q1 Summary Q2 Summary Q3 Summary Q4 Summary Grand Summary SF 240 Blank Double Sided Weekly Log Sheet amp Record of Activities ACR v2 02 51
15. d Sr Mary 2400000 174000 21840 12000 000 2 500 00 7078 40 3107840 3054 3054 Crome Amy 2400000 174000 21840 12000 120000 2 500 00 5778 40 2977840 2927 2927 Crimes Joseph 2100000 152250 19110 10500 105000 250000 100000 636860 2736860 2690 Tones Toe 2400000 174000 21840 12000 120000 250000 537840 2937840 2927 Martin Sem 24000000 174000 21840 12000 120000 2 500 00 537840 2937840 2927 Moore Mary 2200000 159500 20020 11000 110000 2 500 00 550520 27 0520 2703 Redford Richard 2400000 174000 21840 12000 120000 2 500 00 537840 2937840 2927 Test Toe 3100000 224750 28210 15500 155000 3 000 00 723460 3823460 3758 Wolmonskivick Beth 2400000 174000 21840 12000 120000 2 500 00 537840 2937840 2927 Woods William 24000000 174000 21840 12000 120000 250000 537840 Totals 30300000 2196750 2 5730 151500 1395000 2 50000 30 50000 100000 74 185950 o The report will appear listing all of the employees in alphabetical order o View the report before printing Use the scroll bars to navigate to the right and down the page o If there are errors return to the Employee Benefits Record for the employee and make changes Print the Employee Benefits Report o Click the Print button o The Print Dialog box for your printer will appear o The options for FileMaker Baa Printer Speedy Color T Destination Pro should be een set to Print FileMaker Pro 2 Records being Number pages from
16. e program CD into the CD ROM drive Copy the ACR folder to My Documents When copying is complete eject the CD Store the ACR program CD in a safe place Locate the ACR program folder in the My Documents folder Open the folder and click on the icon of the ACR2 02 fmp Rename the file with the current school year Type ACR 02 03 Your School Initials Example ACRO2 03SJS fmp Materials Needed One of the following forms of back up O O O Zip Drive and disk CD burner and blank CD ROMs Fileserver The ACR Program automatically saves changes to the Hard Drive After each work session remember to back up the ACR file Refer to the Back up Section of this manual for assistance Now it s time to begin ACR v2 02 Oo Oo Turn on the computer Locate the ACR program Double click on the ACR program icon This will cause FileMaker Pro to open also Enter the needed password See the Password section of the manual for this information You are ready to create the school s ACR recordkeeping and reporting file Continue reading this manual for step by step directions An Acrobat Reader version of this manual can be found in the ACR Program folder installed on your computer 10 Passwords Using Passwords ACR v2 02 Decide who will enter the data for the ACR Recordkeeping and Reporting Program in the school Sometimes a school uses 2 people to enter data One person enters the confidential data regarding emp
17. e program defaults to 185 days If your school has more or less than 185 days with students in session enter that number If more days entered the lower the hourly rate o Press Tab Hours Day o 5 5 is automatically entered for elementary schools 6 0 hours for secondary schools If an employee works a different number of hours delete 5 5 and enter the correct number If additional hours are entered the hourly rate will decrease o Press Tab 16 Base Salary o Enter the numbers for the salary The and will be added automatically The salary should correspond with the amount on the employee s contract o Press Tab Other Salary o Enter the amount of other taxable income ex Extracurricular stipends o Press Tab Social Security o Enter the number for each half or leave it blank if not applicable o Press Tab Worker s Compensation o Check the payroll department for your school s rate o Enter the number for each half or leave it blank if not applicable o Press Tab Unemployment o Check the payroll department for your school s rate o Enter the number for each half or leave it blank if not applicable o Press Tab Lay Person Retirement o Check the payroll department for your school s rate o Enter the number of leave it blank if not applicable o Press Tab Religious Retirement o Enter the number of leave it blank if not applicable o Press Tab Medical Benefit o Enter the amount paid by the school or l
18. eave it blank if not applicable o Press Tab 17 o Other o Enter the amount of payment for other services and or benefits This amount is for non taxable income only All payment must be made by check for auditing purposes o Press Tab o Look at Calculations o Look at the record you have completed Notice that the amount of Total Benefits Annual Salary and Hourly Rate has been calculated based on the claimant s salary days and hours Create New Employee Benefits Records Click on the New Record button A blank record will appear Repeat the directions given for the Principal s Employee Benefits Record Continue creating and completing records for each claimant oo 0 Find a Specific Employee Record o Sometimes there is a need to alter or view a specific employee record o Use the arrow keys at the bottom of the page or move from one Employee Record to the next o Click on the Find button o A View Index will appear listing the last names of all Employee Records that have been created o Highlight the name of the employee whose record you wish to browse o Click on the Paste button o To return to all of the records click on the Find All button Print Employee Benefits Records o To print All Employee Benefits records click on the button at the bottom of the screen labeled Print All Records Complete the Printing directions o To print a single Employee Benefits record find that record and click on
19. ed Printing Q4 Weekly Log Single Sided Printing Fares dass igi rants o Select the appropriate button for the correct quarter and to indicate Single Sided or Double Sided Printing ACR v2 02 34 Print All Records o Select Q1 Q2 Q3 or Q4 Weekly Log Sheet from the Menu o The appropriate log sheet appears showing employee claims as well as Xs for days off o Click on Print All Records o The following window appears ot Wes Lag Sage sue roni QL Lag 5 Red Q2 Wong Singe site Printing GEN Lag 62 Red of Q3 Weekly Log amp Q3 Record of evotvinsiersaarinie Smtr TTE o Select the appropriate button for the correct quarter and to indicate Single Sided or Double Sided Printing o The Print Dialog box for the printer will open Click Print ACR v2 02 35 Print Activities Performed with Data Print Current Record o Select Q1 Q2 Q3 or Q4 Activities Performed Sheet from the Menu o The appropriate sheet appears showing employee activities claimed o Click on Find Select the person s name and view record Click on Print Current Record o The Print Dialog box for the printer will open Click Print Print All Records o Select Q1 Q2 Q3 or Q4 Activities Performed Sheet from the Menu o The appropriate sheet appears showing employee activities claimed o Click on Print All Records o The Print Dialog box for the printer will open Click Print ACR v2 02 36 o Quarterly Summary Form General Inf
20. ee enter the minutes claimed o Entries may be made by the day or by the category as follows Begin with the first day a claim is made Click in the appropriate box according to date and category Enter the number of minutes claimed Click in the next category claimed for that day Enter the number of minutes Continue entering minutes not hours for each employee and for each quarter o If a box contains a red X it indicates a free day and no minutes should be entered o Once minutes are entered for each claimant the totals are calculated These can be viewed at the far right of each quarter s Weekly Log Sheet per claimant o Click the button Go to Totals to view these calculations o Use the arrows on the screen to move to the next claimant Continue entering the minutes claimed for each employee o The above processed is repeated for each Quarter s Weekly Log Sheet o For ease of movement through the Weekly Log Sheets use the Go to Week buttons ACR v2 02 26 Maximum Minutes o At the bottom of each day the minutes claimed per day are totaled o If the total minutes entered for a given day exceed the maximum minutes allowed a red star appears as a warning o Change the claim to be equal to or less than the allowable minutes and continue entering data Governance amp Organizational Leadership Strategic Planning amp Contimous Improvement Student amp Other Stak
21. eholder Focus Faculty amp Staff Focus Using Data to Improve Performance Procedures for Evaluation amp Intervention Chartered Nonpublic School Entry Year Professional or Associate License Renewal _ Transportation of Pupils Federally Funded Education Programs Unemployment amp Worker s Compensation __ Other ACR v2 02 27 Refer to the Guidelines o To view the guidelines for each category click on the number or the category o The appropriate portion of the Guidelines will open for reference o Click on the appropriate button to return to the current Weekly Log Sheet Date Governance amp M Leadershup t Student amp Other Stakeholder Focus Faculty amp Staff Focus rea Programs amp Support Using Data to Improve Performance Procedures for Evaluation amp Intervention Chartered Nonpublic Schools Entry Year 5 4 3 e o Professional or Associate License Renewal Transportation of Pupils Federally Funded Education Programs Unemployment amp Worker s Compensation Other t ee tie w REMEMBER Weekly Log Sheets amp Record of Activities Performed Sheets must be kept on file for 5 years ACR v2 02 28 Record of Activities Performed Sheets General Information The Reco
22. ext date Continue until all of the dates for that quarter are entered Do not enter Saturdays or Sundays o Click on the Continue button CONNUE o Click OK in the message box o The Q2 Weekly Log Sheet for the Principal shows o Enter the months and dates for Quarter 2 Click on the Continue button o Continue filling in dates for all four quarters until the message appears that the process is complete ACR v2 02 21 Message Now that all ofthe dates are entered for the 4 quarters click onthe Auto Date Fill in button to transfer the information to each employee s weekly log sheets Auto Date Fill in Feature o From the Menu click on the button for Auto Date Fill in o The Auto Date Fill in will duplicate the months and dates entered for the Principal into every employee s weekly log sheets for all 4 quarters o Itis only necessary to use this feature at the beginning of the school year or when a new employee is added o Click on the Continue button o Wait as the Auto Date Fill in feature is executed This option may take several minutes This option will automatically fill in months and dates for all records based on months and dates entered on the Principal s Weekly Log Sheets This process may take several minutes A verification message will appear when complete Q Continue Cancel ACR v2 02 22 o o A message box appears to verify that the dates have been filled in for all employees Clic
23. fi browsed Print amp Records being browsed Current record 9 Retu rn to the Blank record showing fields as formatted Main Menu i O Script Field definitions Save Settings ACR v2 02 20 Setup Activities General Information Once all employees have an Employee Benefits Record some automated features of the program can be completed Complete these steps in the order given This will setup all records with the correct dates days off and minutes per day Enter School Dates o From the menu under Setup Activities click on the Enter School Dates button A message appears Click OK o The Principal s Weekly Log Sheet will show for Quarter 1 SF 2404 09 02 Ohio School for Children Quneml Name Denise Computer Position p Denise Computer__ GradefSubject i a ENNNNNNNI vm M13 pem X X X C i 20 21 22 23 a6 27 28 22 30 3 4 5 6 7 o Enter the months and dates of the claims for the Principal o Under Week 1 Click in the first box Enter the Month Press Tab o Enter the Month for Week 2 and continue until all of the weeks for the quarter are filled in with a month name o If the month is split abbreviate the names so they will show in the space provided o Click in the box below the first month and enter in the first date of school in that month Place the date in the appropriate column for the day of the week Press Tab o Enter the n
24. ind the ACR Manual Click to download a copy for your use The manual opens in Adobe Acrobat Reader If you do not have Adobe Acrobat Reader follow the link to download it for free State of Ohio Guidelines This link will take you to the BCL website page for the ACR Program Scroll to the bottom of the page to find the State of Ohio Guidelines Click to download a copy for your use The Guidelines open in Adobe Acrobat Reader If you do not have Adobe Acrobat Reader follow the link to download it for free ACR v2 02 49 BCL Support Website This link will take you to the following screen Menu Need help Call BCL between 8 30 am and 5 00 pm Ask for ACR support 1 800 556 6130 After 5 00 pm contact us through e mail Click below to send an e mail Click on E mail to send an electronic message for help The link will take you to the BCL Website s E mail page Select ACR from the list and click Go Someone will contact you with an answer Electronic Documentation The CD ROM containing the ACR Program also includes Acrobat Reader documents for the following State of Ohio Guidelines ACR User Manual The FileMaker Pro manual is included on the FileMaker Pro CD ROM ACR v2 02 50 Sample Forms Employee Benefits Record Employee Benefits Report Weekly Log Sheet with Name and Dates Record of Activities with Name Double Sided Weekly Log Sheet with Data Record of Activities with Data Double Side
25. ion to operate o Call BCL 1 800 556 6130 or 440 356 9550 to order How is FileMaker Pro installed onto the hard drive o Put the CD into the disk drive o Install FileMaker Pro onto your computer Follow directions that accompany the software o After installation restart the computer ACR v2 02 7 How is the ACR Program installed 0000 Oo Put the program CD into the CD ROM drive Double click on the CD icon to view its contents Click on the ACR folder icon Drag the folder onto the Macintosh HD in the upper right hand corner of the desktop Watch it being copied onto the Hard Drive When copying is complete drag the CD icon onto the trash can until the trash can becomes dark Let go and the CD will be ejected Store the ACR program CD in a safe place Locate the ACR program folder on the Hard Drive Open it and point to the icon of the ACR2 02 fmp Click once on the icon A box will appear and the title will be highlighted Rename the file with the current school year Type ACR 02 03 Your School Initials Example ACRO2 03SJS fmp Materials Needed One of the following forms of back up Oo Oo O Zip Drive and disk CD burner and blank CD ROMs Fileserver The ACR Program automatically saves changes to the Hard Drive After each work session remember to back up the ACR file Refer to the Back up Section of this manual for assistance Now it s time to begin ACR v2 02 Oo Oo Turn on the
26. k OK Enter Days Off o ACR v2 02 The days off may be entered for the purpose of printing blank weekly log sheets for the employees Click on the Enter Days Off button A message appears with directions Click OK A blank weekly log sheet for Quarter 1 appears Find a date that is a day off for the school Click in the box above that date and select the X Click Continue Repeat the 5 TI process for m August Quarters 2 3 EM ak and 4 l Govemance amp Organizational Leadership _ 200 20 20 40 40 v s 2 Strategic Planning amp Contimous Improvement j Student amp Other Stakeholder Focus When the final 4 OOOO Faculty Sta Fors l 151 T message ES Educational Programs amp Support gt 200 200 E S 6 appears click A OK 3 9 Professional or Associate License Renewal m Transportation of Pupils __ Federally Funded Education Programs Unemployment amp Worker s Compensation 45 45 60 o Now that all of the days off are entered for the 4 quarters click on the Auto Days Off Fill in button to transfer the information to each employee s weekly log sheets 23 Auto Days Off Fill in o This feature will transfer the data for days off to all employees weekly log sheets for the purpose of printing
27. l s claim by quarter o View other quarterly summaries in the same way 1st Quarter Summary Ohio School for Children 20130 Center Ridge Road Rocky River OH 44116 Amount Claimed Brown Paul Teacher Seventh Grade 75224 Computer Denise Principal 2 101 04 Crawford Sr Mary Teacher Music 404 66 _ Crowe Amy Teacher Sixth Grade 339 24 Grimes Joseph Libranaw Aide 532 89 Jones Joe Teacher Second Grade 339 24 Martin Sean Teacher Fourth Grade 496 42 _ Moore Mary i Teacher f Third Grade 313 28 Redford Richard Teacher Fifth Grade 339 24 Test Joe Teacher First Grade 12 40 Wolinowskivick Beth Teacher Eighth Grade 336 61 Woods William Teacher Art 526 86 First Quarter Total 6 494 12 2 1 3 4 9 6 7 me tv oe O oo Print Quarterly Summaries o Click on the Print button o The Print Dialog box will appear Click Print ACR v2 02 39 Grand Summary ADM Entry Enter the ADM Information o From the Menu click on the Grand Summary ADM Entry button o The following entry page appears o Enter the School s ADM number from the October State reports o Press Tab o Enter the current allowable amount to be claimed o Click on Continue o The amounts will be calculated and the Grand Summary will open Please enter the ADM as submitted to the State of Ohio in October Enter the current per student ADM amount allowable by the State of Ohio ADM ADM Amount Click on Co
28. ll Records cesses a erstelle uen cess aver wa veaeendiaa aren iR e a 35 Print Activities Performed Sheets with Data sesseeeeem teenie eee 36 Quarterly Summary Form sssessseesseessees esee esee 37 38 Quarterly Su mimarles sedites eremi Fee seres ik kx nre Ex n Ee UERK Y ERCEERR FERCUERENEKCEERE ERU ERE 39 Grand Summary ADM Entry csssssessseesseee eese esee 40 41 Template Reimbursement Entry csesssesssessseessee enemies 42 Generate the SF 240 Report ssssssssssssesseee essem eee 43 44 Quit Save amp Back Up Work ssssssesssessseeenen nemen emen 45 46 Start a New School YEA isc tiiesisc cst cere ede au R ERR ARRAA REX E ERA RE RAE ERE ERAI 47 Support Documentation er enne emnes emnes 49 50 Phone SUpDOFt o sseserocem suut pene Tete pium s poce pue RU ERU EPOR TV E IV PEU RM SPORE PU EIU RERUUE 49 Internet SuppoOrt cseciseeeseik hne enar xr emere eei Rn EX RRT ER E RREERKERT RRTRA KE KE AE RA 49 50 Electronic Documentation esses meme nn nn nnn 50 Sample FON Facesin E BLoGrrm 51 ACR v2 02 4 Introduction The Administrative Cost Reimbursement Program better known as Mandated Services has been in existence in the State of Ohio since 1982 In 2002 significant revisions were made to the program The responsibility of the school is to generate a legal claim that is paid with these funds Pertinent back up data must be kept Basic Computer Learning has
29. loyees and monitors the school s claim The other person may only enter the data from claimants weekly log sheets In this case 2 passwords are needed One password will access all parts of the program The other will allow access only to the weekly log sheets by quarter Password 1 Total Access to salaries fringes all data All Password 2 Limited Access can only enter data Some After opening the ACR program enter the correct password If the employee using Password 2 will be using this manual remove this page and store it in a safe place Click on the Menu button Menu 11 Changing Passwords o If passwords are changed remember that you are the only one who knows them o Under the heading File select Change Password o Enter the old password Press the tab key o Enter the new password Press the tab key o Enter the new password again to confirm it o Click OK o Repeat steps 2 6 to change each password Change Password Old Password 1 New Password Po Confirm new password ACR v2 02 12 Menus Main Menu o The main menu is comprised of buttons that link to layouts you will need to access Click on the topic you need to access The computer will move to that topic o Every layout in the ACR has a Menu button Click on the Menu button to navigate to other layouts Quarterly Summary Form Q1 Summary Q2 Summary Q3 Summary Q4 Summary Grand Summary ADM Entry
30. ning 20130 Center Ridge Road Rocky River OH 44116 The ACR Recordkeeping amp Reporting Program is user friendly but we recognize through years of experience of working with schools that support is an important service If you have an internet connection you can use our website to e mail for support or call our 800 number to make the use of the program as easy as possible Refer to the Support Section of this manual for more help features On site training is available through Basic Computer Learning Please call for information and pricing ACR v2 02 5 ACR v2 02 Getting Started E Mac Minimum and Recommended Equipment Requirements Highly Recommended Power Macintosh G3 Includes all iMacs amp eMacs 128MB of RAM available Hard Disk with 80MB free System 8 6 or higher CD ROM Drive LaserWriter Printer 00000 0 Minimum o Power Macintosh or higher with OS 8 6 or higher 32MB of RAM available Hard Disk with 80MB free System 8 6 CD ROM Drive LaserWriter Printer 0 0 OO What System is on the computer Turn on the computer Click and hold on the apple icon in the upper left hand corner Drag down to About this Computer and let go The System running on your computer will be named oO OQ O O Software Needed o ACR Recordkeeping amp Reporting Program o FileMaker Pro 5 or higher Why do I need FileMaker Pro and how can I purchase it o The ACR Recordkeeping amp Reporting Program uses this applicat
31. ntinue When Finished Continue ACR v2 02 40 View the Grand Summary ACR v2 02 The Grand Summary shows total amounts claimed per employee as well as grand totals for the school The box toward the bottom left shows the ADM information based on what was entered The Maximum Reimbursement is calculated from that information The of Total Allocation Claimed provides a target For example in January it is half way through the school year and the school would aim for close to 50 of its claim If the ADM information entered was incorrect click on the ADM Update button to change the information Then click Continue to return to the Grand Summary Click the print button to print the Grand Summary Grand Summary Ohio School for Children 20130 Center Ridge Road c Rocky River OH 44116 Amount Claimed Brown Paul Teacher Seventh Grade 5 112 30 Computer Denise Principal 30 362 66 Crawford Sr Mary Teacher Music 1 488 52 Crowe Amy Teacher Sixth Grade 339 24 Grimes Joseph Libranaw Aide 532 89 Jones Joe Teacher Second Grade 339 24 Martin Sean Teacher Fourth Grade 496 42 Moore Mary Teacher Third Grade 31328 Redford Richard Teacher Fifth Grade 339 24 Test Joe Teacher First Grade 12 40 Wolinowskivick Beth Teacher Eighth Grade 336 61 Woods William Teacher Art 526 86 ADM Maximum Reimbursement 100 000 00 41 194 67 of Total Allocation Claimed 41 Template Reimbursement Entry General Inf
32. ormation A Quarterly Summary Form is generated for each employee and is useful in viewing and comparing employee claims throughout the school year Each quarter is shown with the hours claimed for each category Total hours and the dollars claimed per employee are also shown View Quarterly Summary Forms O O o ACR v2 02 From the Menu click on the Quarterly Summary Form button Use the arrow icons to navigate forward and backward through the employees or use the Find button to locate a specific employee Notice that all data entered for the claimant is merged into this summary and provides the claimable amount to date 2002 2003 cu ome lstHalf 2nd Half Employee s Name Pad Brown Annual Salary Hourly Rate Position Teacher Gross Salary School Paid Benefit Annual Salary divided by the number af days worked per Grade Subject year divided by the number of hours worked per day ec Seventh Grade Gross Salary Total Benefits Days Hours Day 24 000 00 5 778 40 msm E is recommended that this fonn be completed quarterly using the data from each employee s vreekly log A Quarterly Summary is needed for each person perfonmmg required services At the end of the school year the accumulated hours multiplied by the person s hourly rate will yield the dollar amount This information may be used to complete the application for reimbursement Time Spent in Hours Total Se Quarter T Quarter2 Quarter 3 Quarier 4
33. ormation The cost of the ACR templates may be claimed in Category 14 the year they are purchased This may only be claimed once Fill in Template Reimbursement o From the Menu click on the Template Reimbursement Entry button o Enter the amount paid for the template program This amount may not include the price of FileMaker Pro o A copy of the invoice and the cancelled check used for payment must be kept in the voucher file with the school s ACR records for 5 years o Click Continue The amount entered has been added to Category 14 and will appear on the SF 240 This option will add the one time cost of the ACR templates to Category 14 This amount will be reimbursed as part of this year s claim A copy of the invoice and a copy of the canceled check must be kept in the voucher file with the school s ACR records Enter the reimbursement amount below If this is an upgrade enter the discounted amount ACR v2 02 42 Generating the SF 240 Report Fill in Information o From the Menu click on the SF 240 button o Enter the Administrator s name o Enter the name of the Public School District o Enter the current School Year 20xx 20xx o Enter the school s IRN number o Enter the Date it will be signed o Click Continue Please enter the name of the Nonpublic School Administrator the name of the Public School District and the school year 20XX 20XX format Nonpublic School Administrator Public School
34. rd of Activities Performed Sheets with the Weekly Log Sheets are the critical back up data for the school s SF 240 claim The Record of Activities Performed Sheets are kept with the computer generated reports and are maintained as the necessary back up data They must be kept on file at the school for a period of five years Enter Record of Activities Performed Data o Inthe Menu click on the Q1 Activities Performed Sheet button o For each employee enter the specific activities performed The allowable activities are included in the Guidelines o There are five entry areas for each category o For Category 1 click in the first box to the right of the code Select the first activity for which you are claiming reimbursement o Continue filling in activities in this manner for each category o If you wish to write in your own wording of activities just click in the box and type You may also amend any of the preset activities by deleting parts of it and or adding text to it o The fifth box has a larger area to allow for longer activities o Repeat this process for each quarter Categories Specific Activities Performed Governance amp Organizations 3301 35 02 Listenimg Respondmgto stakeholder conceme Leadership Preparing arewal report for stakeholders Strategic Planning amp Participating in strategic planing meetings 2 coni 3301 35 03 ontinuous Improvement Pocus merce fone Support ACR v2 02 29 Refer to the G
35. the button at the bottom of the screen labeled Print Current Record Complete the Printing directions ACR v2 02 18 Delete Employee Benefits Records Select the Employee Record you wish to delete Click on the button at the bottom labeled Delete Record A warning will appear to verify that you want to delete the record Click on Delete The record will be removed from the file QOO 9 O o WARNING Do not delete records for employees who leave during the school year Add New Employees During the Year o If anew employee is added during the school year create a new record o Determine the appropriate number of days and enter them in the Days box Add Substitute Teachers o Create an Employee Benefits Record for each substitute teacher o Update the Employee Benefits Record each quarter to reflect the number of days worked and the salary ACR v2 02 19 Employee Benefits Report View the Employee Benefits Report o From the Menu click on the Employee Benefits Report button Ohio School for Children 20130 Center Ridge Road Employee Benefits Report Menu Rocky River OH 44116 Rint Pesornd Gross Sodal Wark Rad Metical Total faooal Hourly Rate Code Name Salary Secunity Comp then Retire Retire Benefits Ohe Benefits Salary lt mi Brown Pwal 2400000 174000 21840 12000 120000 2 500 00 54778 40 29 77840 2927 2927 Computer Denise 3700000 268250 33670 18500 1585000 2 500 00 7 554 20 4455420 4379 4379 Cranfor
36. the ACR file for safety See directions below Back Up Work o ACR v2 02 At the end of each data entry session back up the ACR template A standard floppy disk cannot be used due to the size of the file The back up may be done to a zip disk a CD ROM an external drive or a file server It should be backed up to a place other than the computer being used It is recommended to have 3 back ups rotating their use For instance each on separate zip disks changing which disk each day Do not store all back ups in the same location You can add the current date to the name of the back up When disk get full old back ups may be deleted Under the file heading select Save a Copy As Zip Disk Oo O O Insert a formatted zip disk into the zip drive Navigate to the disk Rename the file by adding the current date E g ACR02 03SJS10 24 02 fmp Click on Save Eject the disk and keep it handy for backing up after each data entry session CD ROM This requires a CD burner O O O Prepare a blank CD for burning Follow instructions that come with the CD software Name the file with the current date E g ACR02 0310 24 02SJS fmp Burn the CD If the CD software allows recording multiple sessions re use the CD until it is filled Otherwise a new CD is required for each back up 45 o File Server o Navigate to the location on the server for saving your files o Name the file with the current date E g ACRO2 0310 24 02SJ
37. uidelines o To view the guidelines for each category click on the number or the category o The appropriate portion of the Guidelines will open for reference o Click on the appropriate button to return to the current Record of Activities Performed Sheet Sovernanez amp Organizations Leadership Strategie Planning amp Continuous Improvement Student amp Other Stakeholder J Fous J Faaudty amp Stati Focus Educational Frograms amp Support Using Data to Improve Performance Results Procedures for Evaluation i S Intervention Chartered Honpublic fahool Professional or Associate i License Renewal Transportation of Pupils Federally Funded Education Programs Unemployment amp Workers Compensation REMEMBER z Weekly Log Sheets amp Record of Activities Performed Sheets must be kept on file for 5 years ACR v2 02 30 Print Weekly Log Sheets amp Record of Activities Sheets General Information There are many options for printing the Weekly Log Sheets and the Record of Activities Sheets All of these sheets may be printed single sided or if your printer supports it double sided There are three options for these forms in addition to the single or double sided printing The first is to print blank forms with no names dates or data The second is to print forms with the employee names school dates and free days but without entered data The last option is to print these forms with the
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