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OPERATIONS MANUAL MIS IDA - Center for Social Development

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1. eeeceeescceeeseeeenteeeenneeees 62 C 3 3 Modify Maximum Annual Savities 20a ssiscvegyczcysscesdesne nce cauonsseesscooucns ose 63 C 3 4 Modify Total Savings to be Completed Within xx Months from Date Account Opened 25 xs ncutvccauacetccdacascReeties a e a a Aaa aceon cnbunegeaee E EE 63 CA Close a Participant s Account sssesssessessseeeeseetssessersseeeseeesseeesseesseesseesseeesssees 63 C 5 Delete Funding Partner Match Relationship ssssssesssesssesessseesseessessserssseeessees 64 C6 Delet Participant S Ac COUN oesi E a a E i 65 lt Particip nt ERI vais cacscedcaciwasdnc bovevecaas a E A GEA A LR 65 D 1 Enter Participant Exit Information seeseseeeseeeseseesseseresresseserssresseseresrersresresseese 65 D 2 Retrieve Participant Exit Information esseeeseseeesessesseseresressessresrersersresrresresreee 68 D 3 Modify Participant Exit Information sssssseeesseeessessesssesesseessseessresseesseessseeesseee 68 o P riodic ACCOUDE Stat mentSs isspiss e i serat oira iee 69 E 1 Add a Periodic Account Statement seseseeeeseeeseeesseesseeessettsseessseesseesseeesseesssees 69 E 2 Retrieve a Periodic Account Statement Entry sssessesssesssesessseesseesseessereseseessees 72 E 3 Modify a Periodic Account Statement Entry 20 0 0 eeeeeeeeececesececeeeeeeeteeeesaeeees 12 Matched Withdrawals iniiieisinsrisisissiiiini ee hen ae ele 73 F 1 Enter a Matched W 1thdraw alloca cscdtetestasarce Aish as basteb
2. MIS IDA User Manual 63 amount of match funds obligated for the participant account as of the most recent periodic statement prior to the Partnership End Date Result From the Partnership End Date forward the total match obligation for an affected account will be the new funding partner obligation minus the escrowed funds SCENARIO 2 Redistribute match rates among existing funding partners Action 1 Retrieve the participant information for the affected account Click on EDIT 2 On Account Information Form go to the Funds TAB and select a funding partner in the datasheet upper left 3 Change the match rate for the funding partner relationship associated with the account Click on UPDATE in the match rate section of the form Enter the new rate 4 Check the match rate date for accuracy Click on SAVE 6 Repeat steps 1 and 2 for each applicable funding partner so that the overall match rate remains the same n Result Total match fund obligations for affected account are reallocated among funding partners while total obligation match rate remains the same SCENARIO 3 Participant account gets a new funding partner increases overall match rate Action 1 Ifthe new funding partner is not currently entered in MIS IDA use the Funding Partner Form to add the new funding partner 2 Retrieve the participant information for the affected account Click on EDIT 3 In the Account Information TAB
3. The administrator may add values to the list at any time However any deletions of a value that has previously been used for a participant may cause an error when that participant s information is displayed on the screen We do not recommend deleting any of these values unless you are certain no participants are using this value MIS IDA User Manual 100 C 3 Edit HHS Poverty Guidelines Purpose This function allows the administrator to set up a table of values from which a participant s percentage of poverty can be calculated These values can then be used on program reports Action 1 Select Edit Lookup Data on the Administration Menu 2 Select Edit HHS Poverty Guidelines on the Edit Lookup Data Menu 3 The system will display a form If there are values already entered they will be listed along with one empty field at the bottom 4 The administrator should enter values in the first three columns The remaining three columns will calculate automatically To do this click the Add New button When finished click Save 7 Click Close to exit the form nM C 4 Edit Available Intended Uses Purpose This function allows the administrator to add an intended use to the pre existing table of intended uses A user will select an Intended Use when setting up an account Action 1 Select Edit Lookup Data on the Administration Menu 2 Select Edit Available Intended Uses on the Edit Lookup Data Men
4. Click on Participant Information from the Main Menu Click on Participant and Account Information 3 The system will prompt WHAT DO YOU WANT TO DO and present the options of Add Open Cancel 4 Click on ADD to enter information 5 Enter information in the first screen Information 6 After completing the first screen click on the second TAB button Address to enter the participant s address 7 Click on the third and fourth TAB buttons to enter the participant s demographic assets and liabilities information 8 To save and exit the user must click on the SAVE and CLOSE buttons shown on the first tab Page 1 of the form N The form is shown on the following four pages reflecting the four TAB buttons associated with the form MIS IDA User Manual 40 Enter a Unique ID number for the participant Social Security Number Date when participant first entered program Can be earlier than when participant s IDA was opened Referral source for participant Choose from list set by Field Administrator E Participant General PARTICIPANT AND ACCOUNT INFORMATION General Information Form aar Add New Participant General Information Prog ID Site ID Participant ID fiat First Name Last Name Date of Enrollment in IDA program 1 1 2005 Gender female Year of birth 1968 Ethnicity Latino or Hispanic i Country OF Origin a V secifu SS Referring S
5. Program Design Guidelines for IDAs e The purpose for establishing an IDA should directly reflect the needs and life goals of the target population e The IDA program should be kept as simple as possible and allow for adequate accumulation of savings to achieve defined financial goals in one to three years e Funding sources for the IDA program the number of accounts to be established and the program staff is determined before the program is publicized e IDAs should be housed in a local financial institution that is committed to the concept and willing to work with both program staff and participants to make account management as easy as possible e Accounts should be interest bearing and free of any bank charges for participants Participant deposits are held in accounts separate from match funds MIS IDA User Manual 2 CHAPTER 1 MIS IDA OVERVIEW A DESCRIPTION The Management Information System for Individual Development Accounts MIS IDA is a Microsoft Access database application designed to assist organizations running IDA programs with account management program administration and evaluation Use of MIS IDA allows for standardized data collection to assess the effectiveness of IDA programs nationwide MIS IDA is a product of Washington University s Center for Social Development CSD B SYSTEM REQUIREMENTS Required e Microsoft Windows 2000 or XP Microsoft Office 2000 or Newer Pentium III processor or
6. Click on the Program Information Menu Click on Periodic Program Activity The system will display the first record in the database Click on EDIT The system will prompt Do you really want to edit this record Click OK to edit or CANCEL to remain in view mode Use the VCR navigation buttons at the bottom of the screen to advance to the particular record Modify field values as necessary 9 Click on SAVE then CLOSE to exit the form SLO SUP Ak a B 4 Delete Periodic Program Activity Information Click on the Program Information Menu Click on Periodic Program Activity The system will display the first record in the database Click on EDIT The system will prompt Do you really want to edit this record Click OK to edit or CANCEL to remain in view mode Use the VCR navigation buttons at the bottom of the screen to advance to the particular record 8 Click DELETE to delete the record 9 The system will prompt Do you want to delete this record 10 Click YES to delete NO to cancel the action 11 Click on CLOSE to exit the form SOV eo N C Funding Partners Purpose This function allows the user to enter and update information about the sources of financial resources for the program and or to the program s match fund This form should be filled out at IDA program start up additional partners may be added when applicable The funding partners added in this section
7. on the Administration Menu Select OK in the system message The system will display the standard Windows OPEN screen that asks the administrator to locate and choose the data file that is to be linked Select the ida_data mdb file in the MIS IDA directory c mis ida ida_data mdb The system will then link the file and start the program C EDIT LOOKUP DATA Purpose This function allows the administrator to customize values from which a user may select MIS IDA User Manual 99 C 1 Edit Referring Sources Purpose This function allows the administrator to set up a table of values from which a user may select to indicate the participant s referral source These values can then be used to group participants on program reports The Referral Source field is located on the Participant Information Form Action 1 Select Edit Lookup Data on the Administration Menu 2 Select Edit Referring Sources on the Edit Lookup Data Menu 3 The system will display a form If there are referring sources already entered they will be listed along with one empty field The administrator should enter values one to a field To do this click the Edit button and type the value in the blank field When finished click Save These values will then be available in the dropdown list box for the Referring Source field on the Participant Information Form and may be used to filter reports 8 Click Close to exit the form S
8. 2 Click on Participant and Account Information 3 Retrieve the applicable participant 4 Click on the last TAB entitled Participant Exit 5 Click on EDIT 6 Enter information in this form MIS IDA User Manual 67 7 The system will prompt the user to close the participant s account 8 Click OK 9 Click SAVE and CLOSE to exit The screen is shown on the next page MIS IDA User Manual 68 PARTICIPANT AND ACCOUNT INFORMATION Participant Exit Form Participant and account information Date participant left the program Note accounts should be closed 11 10 1997 Lost interest in program j TT Select from list Include notes regarding participant s exit MIS IDA User Manual 69 Critical Fields Exit Date This is the date the participant exited the program When this field is entered MIS IDA will not display the participant in the list of active participants used throughout the system Exit Reason The reason why the participant exited the program is very critical for some reports The only successful exit reason is Reached IDA Goal All of the other reasons available are considered an unsuccessful exit D 2 Retrieve Participant Exit Information Exited participant records may be viewed or edited by unchecking the ACTIVE EXITED box on the FIND form used to retrieve participant information see Chapter 5 Section A 2 Unless this box is blank exited partic
9. Multiple Records for Participants checks for duplicate participant enrollment across programs Multiple Accounts for Participants checks for multiple participant accounts across programs I AFIA Assets for Independence Act Since the largest funder of IDAs in the United States is AFIA and a large number of MIS IDA users are AFIA Funded we felt it was important to create a new report that would help program staff complete the AFIA annual report Since the AFIA Annual Report requires additional information not collected by MIS IDA only Part 4 of the AFIA annual report is created by MIS IDA The rest of the information can be easily obtained by your agency and does not require a data system to collect MIS IDA User Manual 92 J GENERATE FORM LETTERS Purpose This function allows the user to generate form letters using participant information in MIS IDA A form letter is created by merging information from the database such as name and address with a Microsoft Word document A standard letter can then be sent to multiple participants without having to write the letter for each participant For example this type of letter may accompany the periodic financial statements that are sent to participants Action The form letter function must be accessed through Microsoft Word A template file formlet doc has been provided with the system that will automatically link to the MIS IDA database when opened The document is currently li
10. Projected Savings Completion Date Avg Mo Dep Projected Savings Completion Date Target Mo Dep Total Payment to Vendors Total Loans from Lenders Training Not Attended General Financial Training Not Attended Home Ownership Training Not Attended Microenterprise Training Not Attended Post Secondary Education Trainings Attended MIS IDA QC Account Statement Cleaning Report Youth Participant Cleaning Report Participant Cleaning Report Participants with Exceptions Program Background Cleaning Program Activity Cleaning Multiple Records for Participant All Sites Multiple Accounts for Participant All Sites AFIA AFIA Assets for Independence Act A CUMULATIVE REPORTS Purpose This function allows the user to view and print cumulative reports for participant information MIS IDA allows the user to select a subset of information based on Program ID and Site ID The reports are described below Matched Withdrawals by Individual This report provides a list of all participants matched withdrawals and their use grouped by participant name Related Forms Matched Withdrawal Form Matched Withdrawals by Use This report provides a cumulative count of the number of matched withdrawals made and number of participants who made the withdrawals grouped by type of use Related Forms Matched Withdrawal Form Cumulative Account Activity
11. c Click the Jmport Button to begin the Import At the system prompt select yes to continue or no to cancel The system will import the information Action Import data from an export of MIS IDA v5 Site Only 1 SLO SUR NS 8 9 Click on the Administration Menu Click on the submenu Select Program Site Set the Site Id to the site number being imported Click on the Transfer External Data Menu Click on the Transfer External Data Menu to from Version 5 Select Import Data Site Only A screen will appear that allows you to select the file you wish to import a Click the button with 4 dots on the right side of the screen b Find and select the file c Click the mport Button to begin the Import At the system prompt select yes to continue or no to cancel The system will import the information Action Import data from an export of MIS IDA v4 and earlier All Sites l Soy eee SY Click on the Administration Menu Click on the Transfer External Data Menu Click on the Transfer External Data Menu to from Version 3 or 4 Select Import Data All At the system prompt select yes to continue or no to cancel The system will search for the following file c mis ida v5 xls xfer xls The system will import the information after it finds the file MIS IDA User Manual 98 Action 1 CH NIAARWY Action Import data from an export
12. e If different sources of match funds must be individually tracked they should be held in separate accounts at the financial institution e Ifa participant s IDA savings period extends beyond the duration of a funding partner s period of matching then the accumulated match funds are reported as an escrow account The matched funds are then available to the participant at a future date for matched withdrawal e Since MIS IDA data is entered after the financial institution has recorded transactions it is recommended that the program check with the participant s financial institution to confirm the participant s current balance before approving the release of match funds for a matched withdrawal This data should then only be entered after the periodic accounts statements have been entered from the financial institution e For ease of administration it is recommended that IDA field administrators request that affiliated financial institutions print all participants statements in the same batch cycle so that all participants receive bank statements on the same date statement Period Beginning and Period Ending are consistent for all participants This will facilitate account administration and allow individual and cumulative reporting to be consistent for all participants MIS IDA may then be used to produce Individual Account Statements for all participants for the same period each month i e first day to last day This will help to ensu
13. Installing MIS IDA for the first time 1 Insert and Open CD 2 Go to the appropriate folder For example Office XP users should select the XP folder 3 The default path should appear in the destination directory We don t not recommend changing this path Feel free to contact us if you are considering changing the path 4 Click Start 5 Installing This should not overwrite any existing files 6 Click OK when setup is complete Tf the default path is not used then the shortcuts installed need to be modified to connect to the correct file location that was used during this step Information about Installing Future MIS IDA Updates Future updates for MIS IDA will be sent via e mail Installation Instructions for these updates will be included in the e mail along with a link s to download the file that contains the update Updates are only sent to agencies with current technical support contracts Typically updates are cumulative meaning that each new update that is received contains all previous updates modifications In the rare occurrence that this is not the case the e mail will state so D UPDATING MIS IDA V 4 AND EARLIER TO MIS IDA V 5 Important Note 1 Before Installing MIS IDA you must have Microsoft Office installed We recommend that you install the complete version of MS Office versus the typical version The complete version of MS Office includes extra wizards and help files which are useful during tr
14. Last Name Castro SSN e00 00 0000 Active Exited 00 00 0000 Catto Charita 1111141111 flones o Odessa C e his 5655 55 5555 Simmons Chelsea liii Number of Participants 5 Click after entering search criteria in boxes above or before entering criteria to show all participants in list to right MIS IDA User Manual 51 First Name 988 868 7777 Bush Geraldine B ECONOMIC EDUCATION NOTES Purpose This form serves a dual purpose to report a participant s economic education participation and to enter ad hoc case notes about a participant The user should enter the number of hours associated with the type of economic education received The user may also enter a short note and a longer more detailed journal entry All entries are organized by date Related Forms The paper form used for this function is titled Economic Education Notes A copy of this form is provided in Appendix A Related Reports Economic Education Notes by Participant Economic Education Notes by Contact Type Economic Education Notes Summary Notes for a participant can also be printed from within the form B 1 Add a Case Note Action After the user selects the Participant and Account Information menu option and opens a participant s set of information the system displays a screen with seven TAB buttons at the top of the form 1 Click on the fifth TAB named Economic Education Notes The system will then
15. MIS IDA User Manual 95 ADMINISTRATION Transfer External Data Menu Transfer External Data Management Information System for Individual Development Accounts MIS IDA Version 5 0 Load account statement data from edistatements txt into MIS IDA Transfer External Data Import EDI Bank Statements Allows to export and import data P from version 5 only Transfer External Data to from Version 5 Center for Social Development In Partnership with i Transfer External Data from Version 3 or 4 Allows you to import data from y ISED Solutior A previous versions of MIS IDA EEN fn Ti Import IDA Reporting Database Data Washington DC USA o Back to Administration Menu Allows you to import data from your IDA Reporting Database Copyright 1998 2005 MIS IDA User Manual 96 A 2 Export Data Purpose This function is used to copy MIS IDA data for one or all sites to a Microsoft Excel spreadsheet An administrator may use this function for backup purposes If participating in a multi site setting this function may be used to transfer data to the central program office NOTE the export function used for all sites creates a file named xfer xls and the export function used for one site creates a file named rolldown xls Action Transfer all sites data to spreadsheet DV E Click on the Administration Menu Click on the Transfer External Data Menu
16. Participant s account is closed Funding partner s associated with the account reduce amount obligated to the participant by the amount disbursed C 5 Delete Funding Partner Match Relationship This function should be used ONLY as a means to eliminate an erroneously entered funding partner The system will delete all associated account records including participant periodic statements that have been entered for this account Action Click on the Participant Information Menu Click on Participant and Account Information Retrieve participant information Click EDIT when the system displays the first screen The system will prompt Do you really want to edit this record Click OK to edit or CANCEL to remain in view mode Click on the TAB named Account Information Click on the second Tab within the form named Funds Highlight the funding partner information to be deleted 10 Click on DELETE 11 The system will prompt Do you want to delete the selected record 12 Click on YES to delete or NO to retain the record CHNAKKRWNS MIS IDA User Manual 66 C 6 Delete Participant s Account This function should be used ONLY as a means to delete an erroneously entered account WARNING The system will delete all associated account records including periodic statements matched withdrawals that have been entered for this account If an account has been closed or a participant has exited the program follow t
17. This report provides cumulative totals and averages of all account activity for the selected Program and Site ID grouped by month Report displays activity as of the statement period end date Related Forms Participant Periodic Withdrawal Deposit Form Cumulative Account Activity Site Specific This report uses the participant site specific field to provide cumulative totals and averages of the selected site specific category s account activity grouped by month Report displays activity as of the statement period end date MIS IDA User Manual 84 Related Forms Participant Periodic Withdrawal Deposit Form Cumulative Account Activity All Programs Sites This report provides cumulative totals and averages of all account activity for all programs grouped by month Report displays activity as of the statement period end date If the database is collecting data on multiple sites all sites will be included in this report Related Forms Participant Periodic Withdrawal Deposit Form Total IDA Accumulation by Participant This report shows the total IDA accumulation for each participant s account based on an as of date The report shows the participant s current closing balance net savings in account total match funds accrued based on the closing balance and total dollars used to purchase an asset participant s contribution and the match funds Related Forms Participant Periodic Withdrawal Deposit Form Matched Wit
18. associated end date is automatically displayed Participant and account Information All funding partners for this account Selected funding partner information appears below The selected funding partner s id number PARTICIPANT AND ACCOUNT INFORMATION Account Information Funding Partners Form Click here to view or modify account information Participant Information Bele Information Address Background Youth Assets and Liabilities Economic Education Notes Account Info Participant Exit Account ID 11111111 Account Open 1 1 2005 _ Account Information Funds Account Statements Matched Withdrawals Fund ID End Date FPartnerl 1 pi Match Rate EA Add FP Update History FundID l 21 Partng I pii Fftective Date l 1 1 2005 Undo Save Delete Find Add Edit Undo Save Record a4 4 1 P gt of 1 Filkered Close Date the funding partner Use this box to select a NEW funding began supporting the account partner after pressing the ADD button MIS IDA User Manual 58 Current match rate for the selected funding partner with this account Click here to change retroactively the match Displays a history of match rates for the selected funding partner with this account Date the current match rate takes effect Participant and account Information All account statements for this account Do
19. every fund a unique id on the type of assets that can be purchased Click here to view or enter match fund to view or edit contribution information for the selected funding partner Enter the match fund name Partners Contributions number with the funding partner s match dollars Select Partner M FundiD Report Date 10 27 1998 Enter the bank account ProglD 100 number for these match Parther Name Soros International F Unrestricted SitelD 4 Allowable dollars Sais 2222 Intended Use Intended uses for Select from list including Organization Type Non Profit x Home Purchase match dollars ROOL usedito denotan Date partnership began 1 1 1996 account containing funds from more than one source Match Pool Contributor T Match Fund Pool Partnership Ended I Comments cere provided by this match fund Date funding partner began Clase of Fund gt supporting the program This is the earliest date the fund may be linked to a participant account Y Edit Undo Save Close Check this box if the funding partner s match dollars are held in an account with those of other funders Record 14 4 5 Enter notes regarding this match fund or explanation for why the Check this box when the funding partner stops Use the navigation buttons providing match dollars Any existing match to view other match funds match fund stopped providing support obligations fo
20. for annual or lifetime savings goals See Chapter 2 Section B 1 Program Account Structure page 12 e Count interest toward savings goal Financial institutions generally regard interest as a deposit in a savings account Social policy regards interest as a reward for saving An IDA should follow these standard policies and procedures e Assign one match rate to a participant account per funding partner Each account will have a match rate associated with a funding partner If multiple funding partners match one account then that participant receives an overall match rate equal to the sum of the match rates for all funding partners For example if two different funding partners will be matching an account and providing a match rate of 1 1 and 3 1 respectively then the participant will receive an overall 4 1 match rate e Set consistent match rates Once a match rate is set for a participant the match rate should not change for the life of the IDA However if a change does occur match rates should only increase but never decrease over the lifetime of an account Warning Any change to a match rate is effectively retroactive to the beginning of the participant s account because the match rate is applied to the account s matchable closing balance This will be discussed in greater detail below and in Chapter 5 Section E Periodic Account Information MIS IDA User Manual 11 e Match on the closing balance The IDA closing b
21. go to the Funds TAB and ADD a new funding partner relationship 4 Click on SAVE 5 MIS IDA will automatically increment the overall match rate The new match rate will take effect during the current statement period if the date is the same as the Period Begin date of the statement period Otherwise the new match rate will take effect beginning in the next statement period Result Participant account shows increased match rate and increased match fund obligations allocated to current savings C 3 2 Modify Participant Account s Intended use Action 1 Review associated funding partner s to ensure that intended use of funding partner s is compatible with participant account s intended use This information is found on the Funding Partners Form 2 Retrieve the participant information for the affected account Click on EDIT MIS IDA User Manual 64 3 Proceed to the Account Information TAB Highlight the account to be updated in the list box upper left and click CHANGE to modify the intended use 4 Click on SAVE Result Participant account information updated C 3 3 Modify Maximum Savings SCENARIO 1 Participant changes maximum savings for an account Action 1 Retrieve the participant information for the affected account Click on EDIT 2 Proceed to the Account Information TAB 3 Highlight the account to be updated in the list box upper left and modify the Maximum Saving
22. Click on the Transfer External Data Menu to from Version 5 Select the submenu item Export Data All At the system prompt select yes to continue or no to cancel The system will extract all of the data from current MIS IDA data files into a Microsoft Excel spreadsheet The spreadsheet will contain multiple sheets one for each table of data The name and location of the created file is c mis ida v5 xls date_xfer xls For network installations the file will be created on the computer from which the function was executed Action Transfer one site s data to spreadsheet 1 Coen Se Click on the Administration Menu Click on the submenu Select Program Site Set the Site Id to the site number being exported Select Transfer External Data Menu Click on the Transfer External Data Menu to from Version 5 Select the submenu item Export Data Site Only At the system prompt select yes to continue or no to cancel The system will extract all of the data for that site into a Microsoft Excel spreadsheet The spreadsheet will contain multiple sheets one for each table of data The name and location of the created file is c mis ida v5 xls date_rolldown xls For network installations the file will be created on the computer from which the function was executed A 3 Export Data to Research Organization MIS IDA can be used as an evaluation tool for program and participant tracking and repo
23. Closed Accounts with Balances Remaining This criterion finds participants whose account balances should be zero but have a balance remaining 2 Exited Participants with Open Accounts This criterion finds participants whose account balances should be zero and closed 3 Active Participants with Closed Accounts This criterion finds participants whose accounts are closed but may need to be exited from the IDA program Related Forms Participant Account Information Exit and Participant Periodic Deposit Withdrawal Forms MIS IDA User Manual 90 G SUPPLEMENTAL REPORTING This reporting section was formerly a separate database offered by ISED Solutions called the IDA Reporting Database The system linked to MIS IDA to produce additional performance and management reports It is now integrated into MIS IDA to make it easier to use Client List Short and Long Version These reports list all of the participants who have been entered into MIS IDA but have not been exited yet and all participants who have been exited from MIS IDA with reached IDA goal as their exit reason Program Status Report This report has several sections divided by asset goal Each section shows a different list of participants The first section Enrollment counts all participants who have been entered into MIS IDA The second section Active counts all participants who currently have open accounts The third section Asset Purchases counts all participants who
24. ProglD 100 Beginning Balance 0 00 SitelD 1 Deposits 6250 Number of Deposits 1l Withdrawals 0 00 Number Of Withdrawals Ol Service Charge 0 00 Interest 0 00 sea Closing Balance Close Record 1 4 j 1 gt gt t r of 26 Filtered Use the navigation buttons to review other account statements Saves the entry and performs calculations based upon current match rates and year to date account transactions MIS IDA User Manual 73 Target Periodic Savings The average periodic savings needed to reach the participant s IDA savings goal Match Rate The sum of all current match rates for funding partners associated with the participant s account as of the statement period being reported E 2 Retrieve a Periodic Account Statement Action 1 Click on the Participant Information Menu 2 Click on Periodic Account Statements 3 The system displays the first record in this set of information 4 To find a participant s set of statements for a particular account use the Select Participant and Account Id dropdown boxes to filter down to the set of records 5 Use the VCR navigator buttons to locate the desired entry 6 Click on CLOSE to exit the form E 3 Modify a Periodic Account Statement Entry This form does NOT have an EDIT button When selected this form is initially displayed in EDIT mode Changes may be made immediately to the data retrieved However s
25. Salaries Benefits Consulting and Fees Rent Mortgage Equipment Utilities Supplies Travel Other Monthly staff time expenditures for this period whole number and tenths of hours Total salaried staff hours in organization Total salaried staff hours assigned to IDAs Total unsalaried staff hours assigned to IDAs Total hours assigned to IDAs in partner organizations Additional IDA accounts planned for this period Please specify number of accounts planned or zero if no new accounts are planned Comments MIS IDA User Manual 112 FUNDING PARTNERS FORM This form should be filled out at IDA program start up and updated when applicable Program Id Site Id Partner Name Bank Account Id Fund Id computer generated Organization type check one Public Organization Non profit For profit Individual Pool Date partnership began Match Pool Contributor Yes No Intended Uses Unrestricted Use OR Check all permissible uses of funds given by this partner for IDA accounts must be a subset of allowable program uses Home purchase Home repair or remodeling Security deposit for rental property Primary and secondary education Post secondary education Job training or technical education Microenterprise start up or development Financial investments Employment related expenses equipment clothing transportation child care etc Moving expenses Vehicle
26. The Participant Amount in the Matched Withdrawal Form is subtracted from the Total Withdrawals reported by the financial institution to arrive at this amount Remaining to be Saved The amount of savings a participant may yet accrue in a particular account before reaching the maximum savings Any amount in excess of the maximum savings is considered extra savings and therefore not matched Extra Savings The amount of savings in excess of the maximum savings Extra savings is not matched Rollover For annual savings calculation period only The amount of savings that was considered extra savings in the previous year and that is treated as a deposit in the new 12 month savings cycle beginning on the account anniversary date MIS IDA will automatically reset year to date values at the end of each 12 month cycle of participant savings Because MIS IDA is dependent on bank statements for accurate reporting of savings the system must perform calculations within the timeframes of the periodic statements This automatic reset occurs after the 4th quarterly or 12th monthly statement period dictated by the financial institution after the Account Opened Date and annually thereafter specified on the participant s Account Information Form Note Since an account may potentially be opened near or on the last day of a statement period a participant s savings cycle may result in less than a full 12 months of savings To ensure a full 12
27. Yes No Unknown MIS IDA User Manual 120 YOUTH PARTICIPANT FORM This form is to be used with youth programs and reflects current youth participant information at the time of enrollment Participant Id Date Relationship of primary caregiver to youth participant Is this participant a citizen of the U S Yes No Unknown Was the youth participant born in the U S Yes No Unknown Current grade level of the youth participant Employment Status of youth Full time Part time Not Employed If Employed Hourly Wage O Unknown Hours per Week O Unknown MIS IDA User Manual 121 ECONOMIC EDUCATION NOTES FORM This form is required to report economic education participation but optional for other case notes Program Id Site Id Date Participant Id First Name Last Name Economic Education check one or more and specify hours ECONOMIC EDUCATION General Financial Hours ECONOMIC EDUCATION Homeownership Hours ECONOMIC EDUCATION Microenterprise Hours ECONOMIC EDUCATION Education Hours ECONOMIC EDUCATION Other Hours Specify other Other Notes Short Note Long Note MIS IDA User Manual 122 NEW ACCOUNT INFORMATION FORM This form should be completed when a participant opens an IDA at a financial institution Program Id Site Id Participant Id First Name Last Name Bank Account Id Financial Institution Date Account Opened Maximum Annual or Lifet
28. a single match fund account the match rate and amount will reflect the rate for that account The report also provides totals of withdrawals and deposits based on the financial accounting provided by the appropriate financial institution Matched withdrawals are shown in detail This version of the account statement includes progress to date information on the status of the participant s savings goal Related Forms Participant Periodic Deposit Withdrawal and Matched Withdrawal Forms Individual Account Statement short version This report is an abbreviated account statement a participant may receive in lieu of the longer version which reflects financial activity for a given period usually one month The user must enter a Beginning Date and Ending Date to retrieve information based on the requested period This shorter version does not include progress to date information on the status of the participant s savings goal First Matched Withdrawal Report This report provides information on the number of days elapsed before the first matched withdrawal from a participant s account The report also provides an overall average of the number of days that elapse before participants withdraw for an approved purpose Related Forms Matched Withdrawal Form Participant Account Statement Summary This report provides abbreviated account statements for all or a subset of participants in a given period The user must enter a Beginning Date and End
29. account If the effective date is later than the participant s account open date the system will not employ the associated match rate until the effective date has occurred See also Match Rate Date Match Rate Date For evaluation purposes the system will keep a history of all changes made to the match rate For account management the system will use the match rate with the most recent date relative to the applicable statement period to determine the correct match rate for calculations If the match rate date is later than the participant s account open date the system will not use that match rate until the match rate date has occurred Total Savings to be Completed Within xxi Months from Date Account Opened This time cap field is used to trigger the end of the participant s match accumulation period Time cap is defined as the number of months after opening an account in which a participant MIS IDA User Manual 61 may make matchable deposits Participants can make matched withdrawals after the time cap NOTE for quarterly account statements the number of months should be divisible by four Saving End Date This field is system generated based on the number of months entered in the Total Savings to be Completed Within xx Months field on the Account Information Form The time after the Saving End Date is referred to as post accumulation Once a participant has reached the time cap the system will t
30. already run Export Data All from MIS IDA v4 If not please do so before performing this task Start MIS IDA v5 Log in On the Main menu Click Administration Click Transfer External Data Click Import Data All When asked if you are sure you want to do this click yes If the file is not found please refer to 8 Otherwise continue When asked if you are a member of the SEED Demonstration site please respond appropriately This is a children and youth savings project sponsored by the Corporation for Enterprise Development If you are not a member click no Data Import should then be complete Use MIS IDA as usual Updating MIS IDA to V 5 from an e mail 1 ad Before installing any updates it is always a good idea to back up the computer first If you are unable to backup the entire computer then we recommend that you export your data from MIS IDA and make a copy of the data in a safe place Open the e mail Click the appropriate link For example Office XP users should select the XP link Save the file on you local computer in a location you can find later The desktop is usually easiest When downloaded double click the file to run it MIS IDA User Manual 5 6 The default path should appear in the destination directory We don t not recommend changing this path Feel free to contact us if you are considering changing the path Click Start Installing This should not overwrite any existing files
31. file should be delimited by commas between fields Field Name Type Size PartID ssn Text 11 ReportDate current date Date 11 AccountID Text 25 PeriodBegin Date 11 PeriodEnd Date 11 AccountClosed Yes No 1 ClosedDate Date 11 BalanceBegin Currency 11 DepositTotal Currency 8 WithdrawTotal Currency 8 NbrWithdraw Number single 4 NbrDeposit Number single 4 ServiceFee Currency 8 Ytdinterest Currency 8 InterestTotal Currency 8 BalanceClose Currency 9 Notes 1 The field names marked with an denote unused fields However the file format should include spaces for these fields 2 Date format CCYY MMM DD For Year 2000 date format needs to be as shown Notice space between year and month and between month and day CC 2 digit century YY 2 digit year MMM 3 character month DD 2 digit day 3 Balance Begin and Balance Close fields should be followed by an indicator indicates a positive balance and indicates a negative balance 4 Yes No 0 No 1 Yes Do not use column headers 6 The file should be named EDIStatements txt pi MIS IDA User Manual 129 Appendix C Sample Participant Release Form MIS IDA User Manual 130 CONSENT FORM FOR PARTICIPATION IN AN INDIVIDUAL DEVELOPMENT ACCOUNT PROGRAM IDA I understand that SPONSORING AGENCY S program may be part of a national IDA study being evaluated by the RESEARCH ORGANIZATION I understand that the purpose of the demonstr
32. from match dollar apportionment among which the withdrawal is funding partners for this account made Participant ID 000 90 0000 Account ID 1 Default Contribution 1875 a Withdrawal FP Contributi 7 Select the participant who see Date the withdrawal made the withdrawal Select Participant 1000 00 0000 Account Number fi x Report Date 10 29 2001 cleared at the financial Prog ID 100 institution First Name Charita Site ID 1 Last Name Castro A Sana A mount of deposits Specify the use of the withdraw Use Home Purchase z Withdrawal Dat 03 20 2000 oa Must be the ee mereg miterest withdrawn by E a Specify Other Use Participant Amount 625 00 the participant use specified in the account information form Vendor First Mortgage Funding Partner Contribution 1 875 00 Address 222 Market Check Amount 1 975 00 MIS IDA calculates Phone 222 332 1111 Check No E the match dollars to be dispersed based upon NOTE Check that system filled in Funding Partner Condibytion the current match rates value before saving information for active funding Enter information for the Add Edit Undo Save Delete Close partners ayee ea Record 14 4 I 2 j ijb j of1ii Use these buttons to view other matched withdrawals Specify the check information MIS IDA User Manual 77 PARTICIPANT MATCHED WITHDRAWALS Funding Partner Form End d
33. have a matched withdrawal entered The last section Unsuccessful Exits counts all participants who have been exited from MIS IDA for all reasons except reached IDA Goal This report should fit on one page The Total Match Funds Awarded sums all the dollar amounts that have been entered for this site s in the Funding Partner form under the Program Information Menu Demographics w Refugee and Immigrant This report is similar to the one that is in MIS IDA but this report allows you to limit the report by site enrollment and account open dates This report counts the number of participants that meet each response Community Impact Report This report groups the asset purchase information by asset goal and gives the total dollar amount for Savings Match Loans and purchases that have been made as a result of this program The dollar amount for each purchase is reported DHHS Federal Poverty Level Report This report lists all participants for the sites selected The household size annual income and enroll year entered into MIS IDA are used to determine participant poverty level based on DHHS Federal poverty guidelines Completion Date Reports Projected And Target These reports list unexited participants and groups them based on when they are expected to complete their savings goal The projected completion date report groups participants based on an average of their actual periodic savings The target completion date report group
34. in the list box upper left and enter Account Closed Date and Reason for Close MIS IDA User Manual 65 Click on SAVE Complete Participant Exit Form TAB if applicable 5 If receiving account statements from financial institution showing account still open notify of termination 6 The field administrator should add in account statements to zero out any remaining balance in a participant s account This will not affect the financial institution s record of the account aes Result Participant s account is closed Participant loses unused match funds originally obligated to that account Unused match funds are made available for new or existing accounts SCENARIO 2 Close participant account after using all or some match funds Action 1 Complete Matched Withdrawal Form showing date the transaction cleared at the financial institution See Chapter 5 Section F 2 Retrieve the participant information for the affected account Click on EDIT 3 Proceed to the Account Information TAB Highlight the account to be closed in the list box upper left and enter Account Closed Date and Reason for Close 4 Click on SAVE 5 Complete Participant Exit Form TAB if applicable 6 The field administrator should add in account statements to zero out any remaining balance in a participant s account This will not affect the financial institution s record of the account Result
35. limitation of non real time financial accounting necessitates the use of monthly or quarterly rather than daily accounting For this reason it is possible that a participant s Savings End Date may result in one additional statement period of saving C 2 Retrieve Participant Account Information Action Click on the Participant Information Menu Click on Participant and Account Information Retrieve participant information Click on the TAB named Account Information The system will display a datasheet view of the accounts for the given participant To view the details of a particular account highlight the account information in the datasheet view The details will be shown in the lower portion of the form NnNBWNR MIS IDA User Manual 62 C 3 Modify Participant s Account Information Action Click on the Participant Information Menu Click on Participant and Account Information Retrieve participant information Click EDIT when the system displays the first screen The system will prompt Do you really want to edit this record Click OK to edit or CANCEL to remain in view mode Click on the TAB named Account Information Highlight the account to be modified Make modifications as necessary 10 Click on SAVE 11 Click on the first TAB to show function buttons at the bottom of the form 12 Click on CLOSE to exit the form CHNADAAKRWNS C 3 1 Modify a Funding Partner
36. must click an Account below to fill these tabs with the correct data Account ID Institution Name Account open Ipt nded Use 11111111 Test Bank Active 1 1 2005 Ae Account ID 11111111 Quarter a penei Change History Institution Name Date Account Opened 1 1 2005 Maximum Lifetime Savings 2 000 00 Mientium Periodic Savings 25 00 Target Periodic Savinge 55 00 Account Type Individual Add Undo Find Add Record a4 4 gt gt I gt Test Bank Edit Total savings to be completed Ae Account Closed within 36 months from date account opsyed Closed Date Saving End Date Reason v Save Delete of 1 Filtered Intended use for the selected account Click here to change the intended use for the selected account Displays a history of intended uses for the account Enter date the account was closed at the financial institution and reason for close Enter the average monthly savings needed to reach IDA goal Value appears on participant s statement Enter the allowable lifetime or annual maximum savings amount to be matched The lifetime or annual savings calculation period is selected at the program level Select Program Site Form See Chapter 1 Section E and Chapter 2 Section B 1 pages 5 and 10 MIS IDA User Manual 57 Enter the maximum number of months the participant is eligible to save for match dollars in the program The
37. of investments 00 amount in dollars Amount in check account 150 00 Amount in savings account 400 00 Amount of loan 00 Amount of past due bills 000 Amount of credit card bills 2 500 00 Amount of student loans 0 00 Amount of medical bills 00 lt Do you have a checking account Yes Do you have a savings account other than IDA Yes lt Do you owe money to friends family 2i ojo T Do you have past due household bills Do you have credit card bills lt Do you have student loans a Do you have medical bills lt Do you have health insurance No Do you have life insurance lt Back MIS IDA User Manual 45 PARTICIPANT AND ACCOUNT INFORMATION New Account Information Form After the user clicks on the SAVE button the system will display a screen with the question Would you like to create a new Account for this Participant and present the options Yes or No If you select Yes the New Account Form is displayed to allow you to enter additional information If you select No no account information is entered and you are returned to the menu If you choose not to enter an account at this time you may enter the account later cal frmAddAccount_Acct Form Add New Account Account Information PartID j111 11 1111 ProgID fi First Name Person SiteID fi Last Name New Enroll Date 1 1 2005 Account ID niin Quarterly In
38. participant female male Year of birth of participant Ethnicity of participant African American Caucasian Latino or Hispanic Asian Pacific Islander Native American Immigrant please specify Refugee please specify Other if other ethnicity please specify Did you have an existing relationship with the organization prior to enrollment in the IDA program YES NO UNKNOWN Were you referred to the IDA program by another organizarion YES NO UNKNOWN Referring Source MIS IDA User Manual 116 PARTICIPANT ADDRESS FORM This form should be completed when a new participant enters the IDA program Participant Id Date Participant first name Participant last name Address line 1 Address line 2 City State Province Zip Postal code Country Phone number ___ Alternate phone number Enter the name and address of a relative who would know how to contact you if you moved Relative first name Relative last name Address line 1 Address line 2 City State Province Zip Postal code Country Phone number MIS IDA User Manual 117 PARTICIPANT BACKGROUND INFORMATION FORM This form contains information that may change It should be completed when a new participant enters the IDA program Participant Id Date Current Participant Information at the time form is completed Place of residence of participant urban or suburban pop 2 500 or more small town or
39. participant s incc M MIS IDA User Manual 23 PROGRAM BACKGROUND INFORMATION FORM Page 5 Other financial mncentives for participants i hececodonaned acon paises Check if yes 55 000 b 2 1 ei Enter value in dollar amounts MIS IDA User Manual 24 PROGRAM BACKGROUND INFORMATION FORM Page 6 Financial Education If yes enter number of hours required q Check if yes 10 Vv 10 M Ej E MIS IDA User Manual 25 B PERIODIC PROGRAM ACTIVITY Purpose This function allows the administrator to track program management activities and costs of running an IDA program on a monthly or other periodic basis The information contains administrative costs including marketing efforts and personnel hours Related Forms The paper form used for this function is the Program Activity Form A copy of this form is provided in Appendix A Related Reports Program Activity Program Marketing B 1 Add Periodic Program Activity Information Action After the user clicks on the menu button Periodic Program Activity the system will display the Program Activity Form 1 Click on the Add button 2 Enter all information on the screen 3 To save the data and exit the form click on the Close button shown at the bottom of the page 4 If entering multiple records click on Save after each record entry then Add to enter the next set of information The screen i
40. rural pop less than 2 500 Marital status of participant Single Married Separated Divorced Widowed Household status of participant How many adults 18yrs and older currently live in participant s household How many children under 18yrs currently live in participant s household Highest level of education completed by participant Grade K 5th Grade 6 8 Grade 9 12 High school Diploma or GED Some college 2 year degree 4 year degree Attended graduate school Employment status of participant Employed more than full time overtime or working more than one job Employed full time 35 40 hours Employed part time up to 35 hours Working and in school Laid off waiting for call back Currently seeking employment Currently in school or job training program Homemaker not seeking employment Disabled not seeking employment Retired not seeking employment Unknown MIS IDA User Manual 118 Site specific grouping Have you ever been a recipient of TANF or AFDC Yes No Unknown Are you presently a TANF recipient Yes No Unknown Do you currently receive SSI or SSDI Yes No Unknown Were you eligible for EITC last year Yes No Unknown Do you currently receive food stamps Yes No Unknown Do you use direct deposit for IDA Yes No Unknown Monthly gross income of participant household by source Formal employment Self employment selling things you make doing laundry sewing child care e
41. trigger an escrow status for the remaining match funds WARNING The Partner End Date cannot be removed after it has been entered When the end date is entered all match funds obligated by the closed funding partner to participants accounts will be escrowed to cover future matched withdrawals The system will automatically take and store a snapshot of the match amount owed to each account after the next statement for that account is entered Action Select Funding Partner Information Form Click EDIT Select funding partner by clicking on the drop down box for Select funding partner Check box for End Partnership At the system prompt enter the partnership end date Click SAVE and CLOSE At the next periodic statement for affected participant accounts the system will take a snapshot of and escrow the current obligated match amount based on the participant s current matchable closing balance and associated match rate for the specific funding partner DN E D PERIODIC FUND ACTIVITY Purpose This function is used to periodically record the amount of funds available for matching participant accounts Generally the organization will use the periodic financial statement provided by the financial institution where the match funds are located to record the amount If funds are not controlled by the local organization the organization should record the budgeted amount of funds allocated for participant matc
42. user to search for a specific participant record Add This function allows the user to add a new record of information Edit This function allows the user to modify existing information Security features will prohibit level 1 user groups from accessing this mode refer to Section G Security and User Groups Undo This function allows the user to undo erase information that has just been entered but not saved Warning work will not be erased if it has just been saved Save This function allows the user to save information that has been added or edited After using the EDIT function it is important to click on the Save button before continuing to other records or functions Delete This function allows the user to delete a record in the database Most information should not be deleted The system will warn and prompt the user to continue the action before the system actually deletes the record A record cannot be deleted if it is linked to other information in MIS IDA MIS IDA User Manual 9 e Close This function allows the user to close the form and return to the Main Menu If data has been entered the system will prompt the user to save the information before leaving the form I DATA FILE BACK UP The ADMINISTRATION TRANSFER EXTERNAL DATA See Chapter 8 Section A menu is used to import and export data into and out of the system The export function is used to copy all of the data from curren
43. year for all IDAs Amount of matching funds or other financial incentives by source public organizations private non profit organizations private for profit organizations individual donors Is there a state tax credit for participant contributions to IDAs Yes No If yes percent of state tax credit Is there a state tax credit for IDA donors and partners Yes No MIS IDA User Manual 110 Financial Education Do you offer general financial education as a part of the IDA program Yes No If yes how many class hours is the curriculum Is general financial education a REQUIRED component of your program Yes No If yes how many general financial education class hours are required If you offer asset specific training as a part of the IDA program please specify below Offered Homeownership Yes No Microenterprise Yes No Education Yes No Other Yes No Specify other training MIS IDA User Manual 111 Required Yes No Yes No Yes No Yes No Number of Hours Required PERIODIC PROGRAM ACTIVITY FORM This form should be completed every month Program Id Site Id For period beginning For period ending What marketing activities did your program and partner organizations engage in during this period check all that apply Newspaper s Presentations Special Committees Lobbying Newsletters Brochure Other Program Expenditures for this Period
44. A was initially produced by a team of CSD staff and software developers from Systems Service Enterprises Inc with major contributions by Lissa Johnson Jim Hinterlong Margaret Clancy Patrick O Brien Dan Kelley Mark Kombrink and Ross Baker Earlier contributions were made by Karen Edwards and Margie DeWeese Boyd Michael Sherraden conceived and initiated the project iii Table of Contents PNT RODU CHION ici scesssacecsacessesssheenntinsssscessnasocaseasecastadconsesdesoas sues oancegerudascetocsennsonsseseanens 1 WHATARE WATS 2 cedecinccns eweadebuveshocescvenaataesn scones eoeta sorae oes coscseuascansaeh souestbtaceaubneaenacbsacenses 2 CHAPTER 1 MIS IDA OVERVIEW wiivnsccsessceccscssedaceessanecdvensdedssoecoscsonesceasesedeaccenseaes 3 As OS CHP UOM ses r i a E E a pla E E E ENT 3 B System REQuirement isni nrerin eiaa E E e E A EESE AES EE EEES 3 C Installation Procedures 1x5 oe dt ths nendi i r esii ected e iesi 4 D Updating MIS IDA v4 to MIS IDA V5 eeesseesessssessrrssesressersrerressetsresrerseesseseresreseeseresee 4 E WORT G Wes o ca ost orean paa a S E E a a ea SE Ea eas ces a 6 F Starting MIS IDA for the First Time seccsetds gues cagtuewstesvsasy 4escadaneasacs deus weesndoaaes aetiasasedeons 7 G General Operating Instructions sssssseesseessessseeeseressettssttsserssetesseetssresseessresseresseesssees 8 la Enoto BLEKA o KI PEA AE E EE E E EET 9 I Data BackUp sense oie e Ban a E NE Be ei A ES 10 J Database Rep
45. CR buttons 1 gt are usually located at the bottom of a form Navigation buttons allow the user to scroll through multiple records The record and associated record number are displayed incrementally when the user clicks on the right arrow The arrows at the far left and right take the user to the beginning or the end of the current set of records e Close buttons X allow the user to close the current screen being worked on When working in Access the close button in the uppermost right corner of the screen closes the Access program itself e The ESC key Backspace and Enter keys and CTRL Break keys on the keyboard may be used to undo keystrokes and clear field entries If the keyboard or screen locks up the ESC key or CTRL Break key may be used to free the activity If the cursor appears stuck in a field the Backspace and Enter keys may allow further navigation e YES NO questions are answered by filling in or leaving blank a checkbox Clicking the mouse button in the box displays a checkmark which represents an answer of YES Leaving the box empty represents NO Toggling the space bar also selects or removes the checkmark e Several key fields in the forms are formatted for most efficient entry For example Social Security Number generally only requires the numbers to be entered and not the dashes Date fields may be entered in number 1 1 98 or text January 1 1998 format MIS IDA User Manual 8 If an incorrect dat
46. Click OK when setup is complete 0 Copy the xfer xls file from the C MIS IDA xls directory into the C MIS IDA v5 xls directory This assumes you have already Export Data All from MIS IDA v4 If not please do so before performing this task 11 Start MIS IDA v5 12 Log in 13 Click the X button on the Install Form to close it 14 On the Main menu Click Administration 15 Click Transfer External Data 16 Click Transfer External Data from Version 3 or 4 17 Click Import Data All 18 When asked if you are sure you want to do this click yes 19 If the file is not found please refer to 8 Otherwise continue 20 When asked if you are a member of the SEED Demonstration site please respond appropriately This a youth IDA project through CSD If you are not a member click no 21 Data Import should then be complete 22 Use MIS IDA as usual Ree A E WORKFLOW MIS IDA is used to track and report on both programmatic and participant information for an IDA program Some IDA programs only offer services from one location Others offer services from a number of locations Typically a program will want to setup each of these locations as a separate Site in MIS IDA The following steps describe typical workflow for data collection data entry and reporting 1 Install MIS IDA on IBM compatible PC Enter official program information on Jnstallation Form e g program id site id savings calculation peri
47. Click Recalculate 5 The system will prompt twice to continue the action Click Yes to continue or No to cancel 6 Click Close to exit the screen MIS IDA User Manual 105 F License Information Purpose This function is used to verify license and installation information to the administrator Action After the administrator selects License Information from the Administration Menu the system will display the licensed Organization s name the installer and installation date of the current MIS IDA system If more than one site is managed under a single copy of MIS IDA the site shown in the MIS IDA Installation Form see above will be the license information displayed MIS IDA User Manual 106 Appendix A Monitoring Instrument MIS IDA User Manual 107 PROGRAM BACKGROUND INFORMATION FORM This form should be filled out at IDA program start up and updated semi annually Program Id Site Id Date Sponsoring Organization Name of sponsoring organization Contact First Name Contact Last Name Address1 Address 2 City State Province Zip Postal Code Country Phone Fax E mail Year sponsoring organization founded Please select the primary organizational type Public organizational types federal government state government city government school or school district other specify Private not for profit organizational types religious organization community development organization
48. DELETE 7 The system will remove the case note from the list 8 Click on SAVE then CLOSE to exit ABWN ON B 5 Print Economic Education Notes Action 1 Click on the Participant Information Menu Click on Participant and Account Information Retrieve a participant s information Click on the fifth TAB named Economic Education Notes Click on the PRINT button The system will both print and display a report of all of the Economic Education Notes for the given participant NMnBWN C ACCOUNT INFORMATION Purpose This function is used to register a new IDA at a given financial institution and to link funding partners with the account Remember MIS IDA will allow a single participant to have more than one account Accounts may be linked with different funders employ different maximum lifetime savings goals and benefit from different match rates than other accounts held by the same participant After the participant has secured an account at a financial institution the participant s account information should be entered into the system This information must be entered before periodic account statement information can be recorded After recording the account information the participant s account must be linked to one or more funding sources Each funding source will designate a match rate for each participant account Different funding sources may designate different match rates for the same
49. Furniture washer or other durable goods Medical expenses Retirement Emergency or hardship Other If other permissible use please specify Date partnership ended Reason for close of fund MIS IDA User Manual 113 FUNDING PARTNER CONTRIBUTIONS FORM Use this form to record all disbursements made by a funding partner to your program Do NOT use this form if the match funds account is a POOL Program Id Site Id Partner Name Bank Account Id Fund Id computer generated Date of Contribution Match Contribution Amount Operating Funds Contribution Amount Other Contribution Amount MIS IDA User Manual 114 PERIODIC FUND ACTIVITY FORM Please report the status of the Funding Partner Account for this period using information taken from the periodic statement provided by your financial institution Program Id Site Id Funding Partner Name Fund Id computer generated Period Beginning Period Ending Beginning balance Deposits Interest earnings Withdrawals Fees Closing balance MIS IDA User Manual 115 NEW PARTICIPANT FORM This form contains permanent information and should be completed when a new participant enters the IDA program Program Id Site Id Participant Id social security number Participant first name Participant last name Date of enrollment in IDA program Month Day Year IDA participant statistics Gender of
50. MIS IDA Center for Social Development OPERATIONS MANUAL Management Information System For Individual Development Accounts Version 5 June 2006 E Washington WASHINGTON UNIVERSITY IN ST LOUIS George Warren Brown School of Social Work OPERATIONS MANUAL Management Information System For Individual Development Accounts MIS IDA Version 5 June 2006 Center for Social Development The Center for Social Development CSD is part of the George Warren Brown School of Social Work at Washington University in St Louis and leading academic center in social development focusing on building capacities of individuals families and communities in contrast to a more traditional social services focus on maintenance and problem solving CSD has a multipurpose agenda encompassing social theory research policy innovation projects in the community and teaching Campus Box 1196 Washington University One Brookings Drive St Louis Missouri 63130 tel 314 935 7433 fax 314 935 8661 email csd gwbmail wustl edu web http gwbweb wustl edu csd Information in this document is subject to change without notice Companies names data used in examples herein are fictitious unless otherwise noted No part of this document may be produced or transmitted in any form or by any means electronic or mechanical for any purpose without the express written permission of the Center for Social Development The sole exceptions to these restri
51. Match Relationship Action 1 Go to the Account Information TAB on the Participant and Account Information Form 2 Highlight the account to be modified 3 Click on the Funds TAB 4 Click on the UPDATE button 5 Modify the match rate and or match rate date 6 Click on SAVE SCENARIO 1 Close a funding partner that has terminated its affiliation with the IDA program and add a new funding partner to maintain the same overall match rate for an account see also Chapter 4 Section C 5 Closing a Funding Partner Caution Removing a funding partner relationship without replacing it will decrease the overall match rate resulting in a loss of total savings to the participant account Action 1 If the new funding partner is not currently entered in MIS IDA use the Funding Partner Form to add the new funding partner 2 In the Funding Partner Form update the original funding partner by clicking on the Partnership Ended field then entering the end date and the reason for closure in the Comment field 3 In the Account Information TAB for each affected participant account making certain to click on EDIT in the main participant information screen first ADD a new funding partner relationship with same match rate as previous funding partner 4 Click on SAVE 5 At the time of the affected account s next periodic statement MIS IDA will automatically escrow match funds of the original funding partner by recording the
52. Match at the time of withdrawal The match monies should be dispersed at the time the participant purchases an asset Until disbursement the match funds should be considered obligated to the participant s account balance e Standardize reporting periods monthly Practice has shown that providing monthly account statements motivates participants and encourages savings B MIS PROGRAM DESIGN AND BUSINESS PROCEDURES This section demonstrates how MIS IDA is built around the concepts discussed in Best Practice Account Structure It also suggests business procedures and recommendations specific to the use of MIS IDA B 1 Program Account Structure e LIFETIME versus ANNUAL SAVINGS CALCULATION PERIOD Field administrators should select a LIFETIME calculation period from the Select Program Site on the MIS IDA Installation Form if the maximum matchable savings period extends for the life of the IDA program An ANNUAL calculation period should be selected if the program design limits the amount of participant savings that will be matched on a per year basis e A funding partner may or may not specify that its match funds be available to a restricted set of uses a subset of the program s overall list of allowable uses It is recommended that match funds be kept unrestricted whenever possible For restricted use funds it is recommended that the program maintain such funds in separate financial accounts for ease of tracking MIS IDA User Manual 12
53. N Participant ID 111 11 1111 Account ID 11111111 L Information Address Background Youth Assets and Liabilities Economic Education Notes Account Info Participant Exit Account ID 11111111 Account Open 1 1 2005 Account Information Funds Account Statements Matched Withdrawals Double click a row to open the Matched Withdrawal form Date Use With Amt MatchAmt Asset Value Loan Value Vender 2 28 2005 Home Purchase 150 00 150 00 300 00 0 00 Test Vendor El Click this button to add a new Matched Withdrawal for this Account Find Add Edit Undo Save Record 14 4 1 gt PI gt of 1 Filtered Use this button to refresh matched withdrawal data after entering new information MIS IDA User Manual 60 Critical Fields Date Account Opened This field is the date the account was opened at the financial institution It is especially critical if annual was selected as the savings calculation period on the installation form Select Program Site form It triggers the start of a twelve month period of savings during which the participant may accrue up to the account s specified maximum annual savings goal As the anniversary date is reached in subsequent years the participant saves toward a new maximum annual goal Maximum Annual or Lifetime Savings The title of this field will vary depending on whether a lifetime or annual savings calculation period
54. OK to edit or CANCEL Use the Select Participant and Account Id dropdown boxes to filter down to the desired set of records Use the VCR navigator buttons to advance to the desired entry Modify the field values as necessary Click on SAVE If changes need to be made on the second screen click on the second TAB named FP Contributions Highlight the funding partner whose values are to be edited Modify the value in the field Actual Contribution Amount 3 Note If the total actual dollars do not equal the total default amount the system will display a message to the user If the entered values are correct click CONTINUE otherwise click CANCEL and enter correct values Return to the first TAB Click on SAVE The system will display an hourglass icon until all re calculations have been completed Click on CLOSE to exit the form F 4 Delete a Matched Withdrawal Action De OS N 0 1 Click on the Participant Information Menu Click on Matched Withdrawals Click EDIT The system will prompt Do you really want to edit this record Click OK to edit or CANCEL Use the Select Participant and Account Id dropdown boxes to filter down to the desired set of records Use the VCR navigator buttons to advance to the desired entry Click Delete to delete the appropriate record The system will prompt Do you want to delete the selected record Click on YES to delete or NO to reta
55. a format is entered such as entering 17 12 97 into a date field MIS IDA will not let the user move off of that field or exit the form until the data is entered in the correct format MIS IDA complies with the Year 2000 date format The MIS IDA application will convert all date entries to a Year 2000 ready format of Month Day Year mm dd yyyy However the local computer system s regional settings should be set to display a 4 digit year in order to display this format Many of the forms have required fields that require the user to enter data before moving on or exiting the form Therefore it is suggested to NOT begin data entry until all data for a particular form is known One recommendation is to fully complete paper forms before attempting to enter the data into MIS IDA If required data is missing and the user attempts to exit the form MIS IDA will display an error stating that the data is required and that it is unable to save the record at this time Some forms have multiple pages At the top of such forms there are tabs with names indicating another page To move to these pages the user must click on these tabs H FUNCTION BUTTONS Find Add Edit Undo Save Delete Close Displayed at the bottom of each data entry screen are some or all of the above function buttons These buttons allow the user to perform different operations on a given record Find This function allows the
56. account Related Forms The paper forms used for this function are the Account Information Form and Funding Partner Match Relationship Copies of these forms are provided in Appendix A Related Reports Participant Account Information Participant Account Information Post MIS IDA User Manual 55 Accumulation Closed Accounts Report Individual Account Statements Discrepancies in Periodic Target Savings History of Intended Uses History of Match Rates Active Funding Partners Residual Escrowed Match Funds C 1 Add an Account to an existing Participant Action The user must first open a participant then the user needs to select the Edit button See A 3 above 1 Click on the seventh TAB button named Account Information The system will then display the Account Information Form This form has four TAB buttons for the screens associated with this form Account Information Funds Account Statement and Matched Withdrawals In the Account Information TAB click on the ADD button to add an account After entering all the information click on SAVE button MIS IDA will then display the account in the grid in the upper left corner of the screen Click on the second TAB button Funds Click on the ADD button to associate a funding partner with the account If no funding partner is listed go to the Funding Partners Form to check for valid funding partners If funding partners are defined check the Intended Use o
57. air and Compact inj ccc sccsascadosdctessaedaaves joaedi seasan ns desdaasanuebae toerdedersseteaneeceie 10 CHAPTER 2 ACCOUNT STRUCTURE scsccsssscesssessccisssiscotasosoncdgesonsesasscaccagsoscoetens 11 A Best Practice tauidelines e a Ae Ae aa Be a EAE ERa S 11 B MIS Program Design and Business Procedures ceseceeseeceeeeeeceeeeeceneeeeeneeeenaeeees 12 B 1 Program Account Structure i ccc j sce cesdeave las dacvsestcetuanieaaaasvasaass dencdacadesdaseaesbacteonc 12 B 2 Participant Account Structure 20h sc ccctur cineca ctalsaescetiet aictoateae cial gt eaiieeiel eaecenad 13 CHAPTER 3 MAIN MENU esensi so uconachnnceaaienuguasepsnccuatoctaninebondsaseansenieoen 15 A Program MforMmati onsen n te aee aea ANA n E es 15 B Participant Informations a e a cess so REEE E A E AiE 15 MOS TRS 10 A EAA EA E A E E E ET 15 D Administration assein e a e ei ae Ea Eea a 15 CHAPTER 4 PROGRAM INFORMATION eesesseseesossesossoesessossesessossesossossessssoese 17 A Program Background Information eeeeseeseeseseseesesseessesreesttsresreesressesereseesseseresresseseest 17 A l Add Program Background Information sseseseeeeseseesseesseesseesseeesseeesseesseesseeeseee 17 A 2 Retrieve Program Background nformation eeeseseeseeseeesesressrrsreesersresrrrsressese 19 A 3 Modify Program Background Information eseeeseseeseeseseseeressersresressessresresseese 19 B Pe odi Program ACU VIL e a a E A dace EEA 26 B 1 Add Periodic Program Activi
58. ake a snapshot of the Matchable Closing Balance amount in the last statement period within which the Saving End Date occurs This will become the participant s maximum matchable savings for the post accumulation time period as shown in the New Savings Goal column on the Participant Account Information Post Accumulation Report If an unmatched withdrawal occurs during the post accumulation time and funds are subsequently replaced the system will match the replaced amount As matched withdrawals are made the system will decrement the amount of participant dollars that can be matched An example Suppose Charita Castro opened her account on September 15 1995 and had 24 months to complete her match accumulation Her savings end date would be September 14 1997 Suppose she had a maximum annual savings of 750 to be completed within this timeframe And let s suppose that Charita did not save her maximum but ended up with a Matchable Closing Balance of 150 for the account statement period within which her savings date ended Her Matchable Closing Balance of 150 then becomes the new match cap New Savings Goal for the duration of the post accumulation account activity This New Savings Goal is shown on the Participant Account Information Post Accumulation Report During the post accumulation account activity Charita can make deposits and withdrawals but will be matched only up to her New Savings Goal of 150 Disclaimer Note A
59. alance represents the to date net of deposits including interest and withdrawals in an account The amount of the match should be calculated based on this closing balance at any given time during the life of the IDA This practice presumes that deposits will not exceed the annual savings goal and that any change to a match rate will be retroactive to the beginning of a participant s account It further assumes that any previous use of match funds through matched withdrawals is accounted for so that it is not rematched MIS IDA employs this logic when calculating how many match dollars are obligated to a participant based on her account balance at the financial institution e If excess annual savings occurs roll over excess into next year applies only to Annual Savings Calculation Period see below Section B 1 Program Account Structure Although it is not encouraged to allow participants to exceed their annual savings goals excess funds are best handled by applying the excess as deposits toward the next year s annual goal For example fifty extra dollars of savings in year one should be carried over and treated as fifty dollars of participant deposits in year two In this way the participant is not penalized for aggressive savings However if a participant is under the savings goal for the previous year and exceeds the goal in the following year the excess deposits can not be rolled back to the previous year to be matched by partner funds e
60. ancial institution the field administrator should copy the file into the XLS subdirectory of the MIS IDA directory and name the file ED statements txt MIS IDA will look for a file with this name in this subdirectory to import Action 1 Click on the Administration Menu 2 Click on the Transfer External Data Menu 3 Select Import EDI Bank Statements 4 The system will look for a text file named EDIstatements txt in the XLS subdirectory 5 After finding the file the system will import the data file and generate a report of any unsuccessful transfers The report file is named EDI log and located in C MIS IDA v5 NOTE If there are many records in the database this function may take several minutes to finish MIS IDA User Manual 94 ADMINISTRATION MENU Reveals menu for i 7 exporting the data in MIS Management Information System for IDA or importing data Individual Development Accounts from external files MIS IDA 0 Administration Locates and links ISED Transfer External Data A Solutions _ Relink Tables _ EditLookup Data E Select Program Site Add or delete values for al Add l Tools 4 P lists in the __ License and Support __ Back to Main Menu ington DC USA For Multi Site Programs only Choose which site data to administer Reveals menu that contains functions to help with troubleshooting and technical support View license information for this copy of MIS IDA
61. ant Background PartID 1 1111 First Name jen Last Name l ers Place of residence urban laa Marital status married Ea Household Status Adults living in household R2 Children living in household 2 High School Diploma or GECI4 Have you ever been a recipient of TANF or AFDC Highest level of education Employment status Site Specific Grouping Are you presently a TANF recipient Do you currently receive SSI or SSDI Were you eligible for EITC last pear Do you currently receive food stamps Do you use direct deposit for IDA lt Back ProgID SiteID l Monthly gross income of household by source EE 000 00 C ao 000 Investment income 00 Other 0 00 Specify other source Total 1 320 00 HHS Poverty Status 100 150 175 200 Formal employment Enter monthly Self employment i household income Government assistance Pensions or retirement Child support Alimony Friends or family Below Below Below Below MIS IDA User Manual 43 PARTICIPANT AND ACCOUNT INFORMATION Youth IDA Form After the user clicks on the NEXT button on the Background Form the system will display a screen with the question Is this Participant a member of a Youth IDA and present the options Yes or No If you select Yes the Youth IDA Form is displayed to allow you to enter additional information about the participant If you select No the Youth IDA For
62. ant and Participant Background Forms Demographics Youth This report provides demographic and youth information on all IDA participants for the selected program and site ID Related Forms New Participant and Participant Background Forms MIS IDA User Manual 88 E PROGRAM PERIODIC REPORTS Purpose This function allows the user to view and print reports for periodic program information MIS IDA allows the user to select a subset of information based on program id site id or begin end dates The reports that accompany MIS IDA are described below Funding Partner Activity Summary This report provides financial statements for all funding partner accounts for a specific period Related Forms Funding Partner Activity Form Program Activity This report provides monthly programmatic information The report shows monthly expenses incurred and staff time utilized and overall total expenses of staff time Related Forms Program Activity Form Program Activity All Sites This report provides monthly programmatic information The report shows monthly expenses incurred and staff time utilized and overall total expenses of staff time If the database is collecting data on multiple sites all sites will be included in this report Related Forms Program Activity Form Program Marketing This report provides a count of marketing activities that occurred in each month Related Forms Program Activity Form Active Funding Partners Thi
63. articular record Click Delete The system will prompt Do you want to delete the record Click YES to delete or NO to cancel 0 Click CLOSE to exit the form mo oN MIS IDA User Manual 37 CHAPTER 5 PARTICIPANT INFORMATION The Participant Information Menu is the gateway screen for entering data about the participant and his her involvement in the IDA program The menu list is organized functionally and ordered by the information most likely to be entered first Data collected includes participant background information case notes economic education training account information program exit detail periodic account statements and matched withdrawals All functions can be accessed through one menu selection Participant and Account Information In addition data entry forms for Periodic Account Statements and Matched Withdrawals can be accessed through separate menu selections The following sections describe each menu item and corresponding forms PARTICIPANT INFORMATION MENU Management Information System for Individual Development Accounts Participant Information Add view or modify participant or E Participant and Account Information account information E Periodic Account Statements _ Matched Withdrawals Record or review _ Back to Main Menu IDA account statements from a financial institution Enter a matched withdrawal MIS IDA User Manual 38 A Participant and Account In
64. as IDA savings are used to purchase assets Complete the Participant Exit information Participant Information Form Update address changes as needed on Participant Information Form Verify that program participant and account information are accurate using MIS IDA Quality Control MIS IDA QC software Starting MIS IDA for the First Time To execute MIS IDA click the START button on the Windows desktop then click on the Programs menu and then MIS IDA v5 The system will prompt for a User ID and Password Enter a user or field administrator user id and password See the section below The system will then display the MIS IDA Installation Form for the installer to complete The form is provided below with appropriate edit criteria Once the form is complete press the OK button The system is now ready to be used NOTE Do NOT click on the button in the upper right corner to exit this form Use the OK button or the system will not be able to continue processing MIS IDA Installation Form Date Automatically Displayed Program Id Enter first four digits of license number Site Id Enter last four digits of license number Sponsoring Organization Name Enter organization First Name of Installer Enter name Last Name of Installer Enter name Savings Calculation Period Select ANNUAL OR LIFETIME see p 10 Security and User Groups The database employs two levels of se
65. ates show when a funding partner was Participant and Participant ID 000 00 0000 Account ID 1 Default Contribution 1875 converted to escrow status for account this account No default information contribution is calculated for Fund End Date escrowed funding partners Withdrawal FP Contributions Actual Contribution Default Contribution TER h Pool 1 1 250 00 1 250 00 1 Soros International 625 00 625 00 Selected funding partner whose information appears below List of funding partners eligible to provide match dollars to this withdrawal Total Contribution Default Contribution 1 875 00 1 875 00 und Details Total match contributions of FundID 3 Match Rate 2 00 all active funding partners i A based upon current match Fund Name Match Pool 1 Default Amount 1 250 00 Actual Contribution Amount Default match contribution for selected funding partner based upon match rate Use this field to adjust the match dollars provided by the selected funding partner Total adjusted match contributions for all funders must equal default contribution total MIS IDA User Manual 78 F 3 Modify a Matched Withdrawal Action 1 1 1 1 1 1 DY ee Ye TOORN 2 4 J 6 7 Click on the Participant Information Menu Click on Matched Withdrawals Click EDIT The system will prompt Do you really want to edit this record Click
66. ation is to study the effects of savings based strategies I agree to participate in this study and in SPONSORING AGENCY s program activities affiliated with the IDA program As part of my participation in the study I agree to assist in the evaluation by sharing certain information collected through surveys or interviews I understand that all such information will be kept confidential I understand that RESEARCH ORGANIZATION will never use my name in or attach my name to any report or written summary originating from information in the database interviews or focus groups without written consent I give permission to SPONSORING AGENCY to submit personal and financial information including information from my financial institution that is collected in the agency s IDA computer information system to RESEARCH ORGANIZATION for evaluation and I agree to provide all personal and financial information requested by SPONSORING AGENCY or RESEARCH ORGANIZATION I understand that RESEARCH ORGANIZATION will be using the information to learn about and analyze savings behavior and that the analyses may be printed in journals and other publications for funding agencies policymakers and the general public I understand that RESEARCH ORGANIZATION will store all data in a locked file cabinet to which only SPONSORING AGENCY and associates from RESEARCH ORGANIZATION will have access I understand that I am participating of m
67. c ECONLIT GENERAL FINANCIAL Hours ae ea The arrow denotes that this entry is Print all case notes for selected this participant You may enter a new Add Edit Delete Print Delete the short note or select selected entry the type of economic education completed Long Notes Enter date for note Date 11 29 1999 Click on the arrow below to enter Enter a short Short Note economic education attendance note or select a f Economic Education GENERAL FINANCIAL 2 00 nd type of economic Hrs education completed literacy from Long Note drop down list Hours of economic Charita has now completed the economic literacy requirements Enter a lengthy customized Undo Save Close note MIS IDA User Manual 53 Critical Fields Short Note This field serves the dual role of standardizing case note headings for economic education participation as well as providing space for ad hoc notes Especially for evaluation purposes it is important that the field administrator keep track of class hours Class time is defined as structured classroom curricula and does not include individual counseling unless it is part of the standard curriculum B 2 Retrieve a Case Note This function is used to view a list of the case note entries for a given participant See previous page Screen 1 of Economic Education Notes Form The field administrator may view the details of an entry by followin
68. c v Country Of Origin If other please specify Referring Source v Did you have an existing relationship with the organization prior to enrollment in the IDA program Were you referred to the IDA program by another organization Find Add Edit Undo Save Close Record a9 4 1 gt Pg of 1 Filtered A 3 Modify a Participant Record This function should only be used to make error corrections Action 1 Click on Participant Information from the Main Menu 2 Click on Participant and Account Information 3 At the system prompt to Add or Open a record select Open and retrieve participant record Click on EDIT The system will prompt Do you really want to edit this record Click OK to edit or CANCEL to remain in view mode Make edit corrections Click on SAVE then CLOSE to exit BNO MIS IDA User Manual 50 Information for selected participant Boxes are also used to enter search criteria Check before clicking FIND to search only ACTIVE participants Uncheck to find EXITED participants FIND PARTICIPANT FORM List of participants generated by clicking FIND before entering search criteria or all The arrow denotes that this participant is selected participants matching the search criteria Find a Participant Sample Dataset Prog ID 100 Site ID 1 Part ID Last Name Enter a Name or SSN First Name Charita
69. case notes for each client grouped first by client and sub grouped by note type Hours are shown per economic education type and totaled per note and per client Related Forms Economic Education Notes Form Economic Education Notes by Contact Type The report shows economic education and case notes for each client but grouped by note type Hours are shown per client and totaled per note type with averages per client and per month Related Forms Economic Education Notes Form Economic Education Notes Summary The report shows economic education and case notes grouped and totaled by note type with averages per client and per month Related Forms Economic Education Notes Form D PROGRAM INFORMATION REPORTS Purpose This function allows the user to view and print reports for non periodic program information MIS IDA allows the user to select a subset of information using various criteria depending on the report The reports are described below Program Background Information This report provides program design information about the sponsoring organization Related Forms Program Background Form Funding Partner Information This report provides basic information about each funding partner that contributed financial resources to the IDA program Related Forms Funding Partner Information Demographics This report provides demographic information on all IDA participants for the selected program and site ID Related Forms New Particip
70. ctions are the materials in Appendix A Monitoring Instrument may be reproduced and distributed without permission 1999 2006 Center for Social Development All rights reserved Microsoft Windows Microsoft Access Microsoft Word Microsoft Excel and Microsoft Office are registered trademarks of Microsoft Corporation in the United States and other countries Avery is a registered trademark of Avery Dennison Corporation ii Acknowledgments Production of the monitoring and management information system for IDAs was made possible by grants from several foundations We are especially grateful to the Joyce Foundation the Ford Foundation and the Charles Stewart Mott Foundation for their support during the planning phase of the American Dream Demonstration ADD the first large scale demonstration of IDAs This demonstration was the impetus for the development of MIS IDA Especially we would like to thank Unmi Song at the Joyce Foundation Lisa Mensah and Ronald Mincy at the Ford Foundation and Jack Litzenberg and Jennifer Phillips at the Charles Stewart Mott Foundation for their interest in this work and thoughtful counsel Other foundations have supported ADD and the development of MIS IDA They include Levi Strauss Foundation Catherine T amp John D MacArthur Foundation Ewing Marion Kauffman Foundation Fannie Mae Foundation Rockefeller Foundation and the Moriah Fund CSD is part of the George Warren Brown GWB School of Soc
71. curity via user groups Each group has a corresponding User Name and Password to access MIS IDA MIS IDA User Manual 7 The first level is for users who may view only information in the forms and print reports Note that this user level may not add or modify data records in the MIS and may not execute the Administration Menu functions or some of the data entry forms The first level group user name has been preset to user The password is also user The second level is reserved for the field administrator and those who are responsible for entering data and maintaining the integrity of the database The field administrator has permission to use all functions in the system The administrator user group name is field The administrator will receive a special password from CSD for this user group The field administrator is responsible for backing up the MIS IDA data file on a periodic basis and for submitting evaluation data to CSD It is highly recommended that the database be backed up at least weekly to another media such as CD R or a network drive see Chapter 8 Section A 2 Export Data This can provide insurance against catastrophic data loss G GENERAL OPERATING INSTRUCTIONS e When entering information into MIS IDA use the TAB or RETURN ENTER buttons to advance from field to field It is not advisable to navigate through the data entry fields using the mouse e Navigation buttons otherwise known as V
72. display a consolidated view of the Economic Education Notes Form with a specific set of buttons to ADD EDIT DELETE or PRINT an entry 2 Click on the ADD button to add an entry for economic education or for a case note The system will display the fields to be entered on the Form 3 To enter economic education information click on the drop down box in the short note field and select the appropriate type of economic education that the participant received Then click on the hours field and enter the number of hours of economic education that the participant received for the type of economic education referenced 4 To enter a short note click on the short field ignore the dropdown box values and enter information 5 Click on the long note to enter more extensive information Please note that a long note cannot be completed without an accompanying short note 6 Click on SAVE then CLOSE to exit the form The form is shown on the following page The second screen is the detail of the first screen s entry MIS IDA User Manual 52 PARTICIPANT AND ACCOUNT INFORMATION Economic Education Notes Form Participant and CHARITA CASTRO Participant ID 000 00 0000 Account ID 1 account Information Information Address Background Assets and Liabilties Economic Education Notes Account Info Participant Exit List of case notes entered for this participant Enter the number of Short Note hours of economi
73. e Se The administrator may add values in the list at any time However any deletions of a value that has previously been used for a participant may cause an error when that participant s information is displayed on the screen We do not recommend deleting any of these values unless you are certain no participants are using this value C 2 Edit Site Specific Values Purpose This function allows the administrator to set up a table of values from which a user may select a site specific grouping for each participant These values can then be used to group participants on program reports For example an administrator of a housing organization may want participants to be grouped by the name of the housing complex in which they live The Site Specific Grouping field is located on the Participant Background Form Action 1 Select Edit Lookup Data on the Administration Menu 2 Select Edit Site Specific Values on the Edit Lookup Data Menu 3 The system will display a form If there are values already entered they will be listed along with one empty field The administrator should enter values one to a field To do this click the Edit button and type the value in the blank field When finished click Save These values will then be available in the dropdown list box for the Site Specific Value field on the Participant Information Form and may be used to filter reports 8 Click Close to exit the form eet MAA
74. e a a i a a ne a i ia i E a 95 A 3 Export Data to Research Organization 0 ce cece cece ence ence eeeeeeaeeeees 95 PA Import AG as cues ennie a a ates Sai E e E E 96 IR RCI ni ABIES E E E E A AA EEE 97 OE EL E00 a01 oA DE I EEE E EEEE E E TEE 97 C1 Edit Referritig SourceS s a aeee a t En NSi ei 98 C 2 Edit Site Specifi Valles nertesisiiisn t rre E a E E E 98 C 3 Edit HHS P verty Valesius T SEIE E Era aa na 99 C4 Edit Available Intended USesucicaccgcc tac secvers od aqua E e E E TE 99 C 5 Edit Available Ethnicities Countries Of Origin e sssesssessesssesssseeessresserssesesees 99 D Select PRO SEARO Sit seserinis eaa AE E E E EESE 100 D 1 Add Additional Site to MIS TAG sivas soc caiesltci a cegaisp cat eps reaosae vpcaenw aawnerednoenet 100 D2 Select SIS aa an a atascacecety R E account a AEI IERSE 100 D 3 Modify Annual or Lifetime Savings Calculation Period eeseeeeeeeeeeeereene 101 E Additional Tools S 22 22cpcstericieseciiten econ sladlseena tan eesti nea eels ela 101 E l MISIDA File L a ons 522 lt 5 cc ss ces cats Saas vc aaeaicais scan oes nouns gaa bac EREE TRAI 101 E 2 Change Participant Propramy Siten c2200 eee ae 2 101 E 3 Fix Missing Import Data a sccscccadssetscoadeavsts seacaionteanss tageaaaa nni 102 E 3 1 Update Youth Data Tab for Participant s2s c i3e ee cesgele ved teens 102 E 3 2 Update HHS Poverty Guidelines for Participants eee eee 102 E4 Seni Amntlal Updates se
75. e if the Contact Name is a different person The system will display a form with six TAB buttons shown at the top Complete all information on the first screen Click on the second TAB button Page 2 to enter the second page of information Click on the third fourth fifth and sixth TAB buttons to enter information on these pages 8 To save the data and exit the form click on the SAVE and CLOSE buttons shown at the bottom of the first page oo MIS IDA User Manual 17 PROGRAM INFORMATION MENU Management Information System for Individual Development Accounts Add or review detailed program information Record monthly statements of program expenses and marketing efforts Add review or modify funding partner information Record bank account statements for match funds MIS IDA User Manual 18 Please note that many of the data fields require an entry The system will display an error if a required field has not been completed The system will prompt the user to either enter the required field or exit without saving any of the program information It is recommended that all data be available at the time of data entry to avoid problems associated with entering partial information The Program Background Information form is shown on the next six pages reflecting the six TAB buttons associated with the form Critical Fields Intended Use The Intended Use field in the Program Background Information f
76. e screen 2 Highlight the desired report 3 Select the appropriate sites for the report 4 Enter Begin and End dates if necessary These fields will be active and blank if they are required for a particular report Choose desired sort and or filtering options using checkboxes on screen Click on PREVIEW to view the report on the screen 7 Multiple pages of a report may be viewed using the VCR navigation buttons at the bottom of the screen Chapter 2 Section G General Operating Instructions 8 After viewing the created report on the screen close the preview using the inner X at the top right of the screen NN MIS IDA User Manual 80 Printing a Report 1 Follow steps 1 4 for Viewing a Report 2 Click on PRINT 3 The report should print automatically Saving or Exporting a Report to another Application 1 Follow steps 1 4 for Viewing a Report Click on Save As Select the file type you wish to save the report in Select location to save the report and give the file a name The file should open automatically with that application Be wt MIS IDA User Manual 81 REPORT MENU Report Menu KJcleg Select Report Category Select Program and Site IDs Participant Information ixj Prog iD Select Site IDs Select Report 1 I Mailing Labels 2 wwo oaa Select Program Id Participant Address List m eee 7 and Site Id fora Part
77. ecurity is enforced if a person enters MIS IDA with the user id of user the system will prevent the user from making any changes An administrator may modify an entry in an account statement by selecting the appropriate record making the necessary edits then clicking on SAVE to rerun the calculations The system will automatically re calculate year to date values for account statements that have been entered between the time of the modified statement and the present statement period Action 1 Click on the Participant Information Menu 2 Click on Periodic Account Statements 3 Use the Select Participant and Account Id dropdown boxes to filter down to the desired set of records Use the VCR navigator buttons to advance to the desired entry Modify the field values as necessary Click on SAVE The system will display an hourglass icon until all re calculations have been completed Click on CLOSE to exit the form O NaN DAMA Result The periodic account statement record is saved with modifications Year to date calculations are repeated for this and all subsequent statement periods in MIS IDA MIS IDA User Manual 74 F MATCHED WITHDRAWAL Purpose This function is used to record a withdrawal made by the participant to purchase an asset approved by the sponsoring organization and matched by affiliated funding partners Matched withdrawals include only those withdrawals made using both participant sav
78. ement 1 CSD s primary role is to evaluate the effectiveness of IDA programs To this end CSD created a monitoring instrument in paper form to standardize agencies tracking of programmatic and participant data MIS IDA is an electronic version of this form with additional enhancements to provide a management information system for program administration 2 MIS IDA offers field administrators maximum flexibility in data manipulation and reporting The MIS is a user friendly relational database that collects both programmatic and participant information Using such a design provides versatility for ad hoc and systematic reporting as well as integration with other database systems spreadsheets and word processing software 3 The account management structure and functions were derived from in depth discussions with IDA practitioners IDA program planners and financial administrators MIS IDA embodies ten fundamental concepts that guide a simplified mechanism for managing accounts They are outlined in Chapter 2 Account Structure MIS IDA is intended to provide a foundation for evaluating and administering an IDA program based on a model of best practice policy guidelines CSD understands that programs may deviate from or expand the standards outlined in this document and in the operations of the software IDA programs are encouraged to build companion database applications that not only link to MIS IDA but also p
79. eno ocas des sede a a A eased eects see E 103 E S Update Calculat onssa a a e e a e e a aes 103 E 5 1 Calculate Saving End Date siciscccscccsccdccessssasssssnesdccteasstazentasedecacepcevose 103 E 5 2 Recalculate Account Statements lt 05 3 49503 5 deecacadscecinsecgedavasearacstadonss 103 Be Lic ns Information soari e cam tater tease destuieseant tan oii agen daa cot sate eaten ee 93 APPENDIX A Monitoring Instrument ssccsssscsssssscssssccsssscssssscsssscscsscsssense 105 APPENDIX B Electronic Data Transfer EDI File Format cccsccssscsssssseee 126 APPENDIX C Sample Participant Release FOrmm cssccssssccssssccssssscsscssseses 128 vi INTRODUCTION The Management Information System MIS for Individual Development Accounts IDAs known as MIS IDA was developed in 1998 by Washington University s Center for Social Development in St Louis Missouri Nation wide growth of IDA based programs has spawned a need for customized software to monitor program and client information Since then MIS IDA has been upgraded to meet the needs of IDA practice as well as to keep current with Microsoft Access technology The Center for Social Development CSD developed the software for three main reasons 1 to provide a standardized tool for evaluating the effectiveness of IDA programs 2 to assist organizations with program administration and 3 to provide a best practice structure for account manag
80. equivalent CD ROM 128 megabytes RAM 50 megabytes of free hard drive space Monitor resolution of 1024 x 768 Printer Recommended e Microsoft Windows XP Microsoft Office 2003 Pentium III processor or equivalent CD DVD RW 256 megabytes RAM 100 megabytes of free hard drive space Monitor resolution of 1024 x 768 Laser Printer Mailing Labels Single sheet feed 8 1 2 x 11 inch page of labels label size 1 x 2 5 8 inches e g Avery 5160 Not Recommended We do not recommend running MIS IDA on Unix Linux Citrix Microsoft Terminal Server etc Although MIS IDA may run on these systems we do not support them due to problems with installation and performance MIS IDA User Manual 3 C INSTALLATION PROCEDURES Important Note 1 Before Installing MIS IDA you must have Microsoft Office installed We recommend that you install the complete version of MS Office versus the typical version The complete version of MS Office includes extra wizards and help files which are useful during troubleshooting and technical support Important Note 2 In order to install MIS IDA you must be an administrator of the computer If the person who is going to be using the system is not an administrator then you will need to modify several folders security setting in order for MIS IDA to run properly The end user must have full control of the following folders e C e C MIS IDA v5 e C MIS IDA v5 XLS e C Program Files MIS IDA v5
81. eseeeesseeereereesereresrresrrseese 35 DA Delete a Periodic Fund Activity Statement sssessssssessseeeeseeesseessesseresseeessres 35 CHAPTER 5 PARTICIPANT INFORMATION eseesessesessoesessosseseesossesossossesessesoe 36 A Participant Background Information ccceescessueeeseeseccetsecesteesoneeccenteccenteneenteees 37 Al Adda New Pari ip ntesn renien aana er i NA apia ean 37 A 2 Retrieve a Participant Record ssessessseseseeseseseesseessetsseeeseeesseeesseesseesseeeseeeeseres 48 A 3 Modify a Participant Record 2jsscc ssaccteasecssieasvesucesas icceensvaceanasessaeeesoaccedessdeneteaees 48 lt Economie Fducation NOs i420 6 ee EE ea et 50 BA Adda Case Notenn eia a Olea a A le ae teeta 50 B 2 Retrieve a Case Notensceninscrinisniasiiaviini ian ot ees eae ees 52 3 Modify Case NOU icc inean s ran e n a e E sade Wien ERE 52 Ba Delete a Case Note nmaa E S ee Ea TS 53 BS Prit Case NO OT a E eG AA E E a le ale 53 Account nformat on sasssa o seei e i sS 53 C 1 Add a Participant Account 12 cisscseessccees Wicedasves sane snaden ts desdaaeasdebaecvanseedesseasaatedens 54 C 2 Retrieve Participant Account Information ee eee eeeeeeeceeeeeeeeceaeceeesseeeeneees 60 C 3 Modify Participant s Account Information eee eeeeeceeeeeeeeeeeeeeeeeceteeeeneeeens 61 C 3 1 Modify a Funding Partner Match Relationship ceeeceeeseeeeeeeeeenteeees 61 C 3 2 Modify Participant Account s Intended USe
82. exit the form C 4 1 Add an Intended Use to Funding Partner s List of Asset Uses An intended use may be added to the funding partner s list as long as the use is part of the program s overall list of approved uses The use will be available in the dropdown box if it is part of the program s overall list Action 1 Select Funding Partner Information Form 2 Click EDIT 3 Select funding partner by clicking on the dropdown box for Select funding partner 4 Click on the dropdown box to update Intended Use field This list is restricted to those allowable in the list of program s intended uses 5 Update the Intended Use field with the new value 6 Click on SAVE then CLOSE to exit the form Result Funding partner expands the list of assets for which it will provide a match C 4 2 Remove an Intended Use from Funding Partner s List of Uses This is not recommended When an intended use is removed from the funding partner s list the field administrator must also change the intended use field for any participant account that may have specified this use Note Any previous matched withdrawals will not reflect this change Action 1 Review participant accounts for the intended use to be removed 2 In the Funding Partner Form click on the gray box to the left of the Intended Use field to be removed The row will be highlighted and an arrow will appear in the box 3 Click on the k
83. eyboard delete key 4 Click SAVE and CLOSE 5 For applicable participant accounts go to the Account Information Form and update the Intended Use field Result Funding partner removes one of its approved uses for participant asset purchases Participant account s intended use may also change See also Chapter 5 to update a participant account s intended use C 4 3 Update Funding Partner Contributions If additional contributions are made by a funding partner but at a different period in time update the second screen page 2 with the contribution date and the latest contribution amount s Action 1 Select Funding Partner Information Form MIS IDA User Manual 33 Click EDIT Select funding partner by clicking on the drop down box for Select funding partner Tab to page 2 Contributions Click ADD Enter new contribution date Enter dollar values for each category Click SAVE and CLOSE If editing multiple partners click SAVE after editing the first record and return to step 3 OO ON C 5 Close a Funding Partner WARNING NEVER delete a Funding Partner after it has been entered and used When a funding partner is no longer providing resources to the organization the Partnership Ended box should be checked and the date entered Funding Partners Form Page 1 When the funding partner is providing matching funds to participant accounts entering an end date will
84. f the account to verify if it matches the intended uses allowed by the funding partner After entering all the information click on SAVE The system will then display the information in the datasheet located in the upper left of this form As additional funders are added to this account they will appear in the datasheet The form is shown on the next four pages reflecting the four TAB buttons associated with this form Please note most of the data fields require an entry If a screen is incomplete the participant s information will not be saved MIS IDA User Manual 56 PARTICIPANT AND ACCOUNT INFORMATION Click here to enter or modify funding partner match relationships for the selected account Account Information Form Check if the financial institutional issues quarterly statements for this account Participant and account Information All IDA accounts for this participant Selected Account information appears below Date account was opened at the financial institution Minimum periodic savings required by program optional Information PERSON Information Addre Background Youth Assets and Liabilities Economic Education Notes Account ID 111111 Participant ID 111 11 1111 Account ID 11111111 p ecount Info Participan ft Account Open 1 1 2005 n Account Information Funds Account Statements Matched Withdrawals You
85. field To do this click the Edit button and type the value in the blank field When finished click Save These values will then be available in the dropdown list box for the Ethnicity field on forms 8 Click Close to exit the form The administrator may add values to the list at any time However any deletions of a value that has previously been used for a participant may cause an error when that participant s information is displayed on the screen We do not recommend deleting any of these values unless you are certain no participants are using this value SS D SELECT PROGRAM SITE Purpose This function allows the user to manage data of multiple sites or programs Data from a different site or program must have been entered or imported under its own unique Program Id Site Id combination Note A Program Id and Site Id number is assigned at the time that the software is licensed A new Program Id or Site Id number should not be created without first contacting CSD CSD maintains a list of all program and site numbers for licensing and evaluation purposes Related Forms A copy of the Installation Form and edit criteria are provided in Chapter 1 Section E Installation Procedures D 1 Add an Additional Site to MIS IDA Action 1 Click on Select Program Site from the Administration Menu 2 The system will display the MIS IDA Installation Form which was used to install the current system The Jnstalla
86. formation Purpose This function is used to add or manage participant demographics income assets and liabilities After the user clicks on the menu button Participant and Account Information the system will display a screen with the question WHAT DO YOU WANT TO DO and present the options of Add Open Cancel The ADD option allows the user to enter a new participant The OPEN option allows the user to retrieve and manage existing participant and IDA account information CANCEL returns the user to the main menu Participant Information Select an Activity Sample Dataset Program ID 100 Site IBD 1 What Do You Want To Do Open Cancel Add a New Participant to program View an existing participant Return to Menu Related Forms The paper forms used for this function are titled New Participant Form Participant Address and Participant Background Information Copies of these forms are provided in Appendix A Related Reports Mailing Labels Participant Address List Participant Background Information Demographics A 1 Add a New Participant Action After the user selects ADD the system will display a screen with seven TAB buttons shown at the top The participant background information comprises the first 4 four TABs Please note that many of the data fields require an entry If a screen is incomplete the participant s information will not be saved MIS IDA User Manual 39 _
87. formation about program design periodic expenses and recruiting activities and funding partners The following sections describe each menu item A copy of the menu is shown on the next page A Program Background Information Purpose This function is used to enter information about the IDA program design This form should be filled out at IDA program start up and must be completed prior to using other parts of the system Related Forms The paper form used for this function is Program Background Information A copy of this form is provided in Appendix A Related Reports Program Background Information A 1 Add Program Background Information To enter program background information the field administrator must first complete the Select Program Site Form as described in the Installation procedures When entering additional sites the field administrator must first complete the Select Program Site Form found in the Administration Menu for each additional site Action 1 Click on Program Information from the Main Menu 2 Click on Program Background Information 3 The system will initially display the Program Id Site Id Sponsoring Organization and Installer Name that was entered in the Select Program Site Form The Installer Name will be entered in the Contact Name field The Contact Name is shown on a participant account statement as the point of contact for the organization You may want to modify the installer nam
88. g the procedures to modify a case note Action NnNBWNR Click on Participant Information from the Main Menu Click on Participant and Account Information Retrieve a participant s information Click on the sixth TAB named Economic Education Notes The system will display the Date and associated Short Note text of each entry Click on CLOSE to exit B 3 Modify a Case Note Action NNMNBWN KH V o N Click on Participant Information from the Main Menu Click on Participant and Account Information Retrieve a participant s information Click on the sixth TAB named Economic Education Notes The system will display the Date and associated Short Note text of each entry Select the appropriate entry by clicking on the gray box to the left of the case note See previous page Screen 2 of Economic Education Notes Form Click on EDIT The system will display a new screen of the case note showing the values in each field Modify the appropriate field 0 Click on SAVE then CLOSE to exit MIS IDA User Manual 54 B 4 Delete a Case Note Action Click on the Participant Information Menu Click on Participant and Account Information Retrieve a participant s information Click on the fifth TAB named Economic Education Notes Select the appropriate entry to be deleted by clicking on the gray box to the left of the case note Click on
89. has been selected at the program level Select Program Site Form See Chapter 1 Section E Installation Procedures and Chapter 2 Section B 1 Program Account Structure MIS IDA allows a match up to but not exceeding this amount of participant s savings therefore this field controls the maximum amount a participant can deposit to receive matching funds The accrued interest on deposits is also counted toward the maximum savings goal MIS IDA matches on the participant s closing balance The maximum savings must be a number greater than zero if the participant deposits are to be matched Incorporating a maximum savings goal into the basic IDA account structure may assist in budgeting program match funds Intended Use This field specifies the asset that the participant intends to purchase The displayed uses are the same set of intended uses specified in the Program Background Form Only one intended use may be specified per account however a selected use may be changed at any time Closed Date This field is the date that a participant closes an IDA account If a participant is leaving the program completely the Participant Exit Form TAB on the Participant Information screen should also be competed Effective Date This field is the date used to designate the beginning of the match relationship between a funding partner and a participant account As of this date MIS IDA will use the match rate specified for that funding partner and that IDA
90. has enrolled in the IDA program The report also shows the program id and site to which the participant belongs useful for those administering multiple sites The user may select a subset of participants filtered by program id site id zip code participant id participant last name or by the participant s program status active or inactive Related Forms Participant Background Form Participant Account Information This report provides basic account information for each participant including account open date match rate minimum monthly savings target periodic savings savings period saving end date savings goal and intended use of an IDA account The user may select a subset of participants filtered by program id site id zip code participant id MIS IDA User Manual 85 participant last name funding partner financial institution the participant s program status active or inactive account status or by those receiving quarterly statements Related Forms Account Information Form Participant Background Information This report provides demographic and income information on a specific participant The user may select a subset of participants filtered by program id site id zip code participant id participant last name referring source site specific category or by the participant s program status active or inactive Related Forms New Participant and Participant Background Form History of Intended Uses The report sho
91. hdrawal Form Total IDA Accumulation Summary This report summarizes the total IDA accumulation for all participants based on an as of date The report shows the total closing balance net savings in account total match funds accrued based on the closing balance and total dollars used to purchase an asset participant contributions and match funds Related Forms Participant Periodic Withdrawal Deposit Form Matched Withdrawal Form B PARTICIPANT INFORMATION REPORTS Purpose This function allows the user to view and print reports for non periodic static participant information MIS IDA allows the user to select a subset of information and or sort information using various criteria depending on the report The reports are described below Mailing Labels This report allows the user to view or print mailing labels of participant addresses The program is designed to print on the following label type Single sheet feed 8 1 2 x 11 inch page of labels label size 1 x 2 5 8 inches Avery 5160 The labels are three rows across the page The user may order the information by zip code or participant last name The user may also select a subset of participants filtered by program id site id zip code participant id participant last name referring source site specific category or by the participant s program status active or inactive Participant Address List This report provides the full name and address of each participant who
92. he funding sources that are associated with the match pool Any changes in the match pool amount will appear on the match pool s financial statement which is recorded on the Periodic Fund Activity Form C 3 Retrieve Funding Partner Information This function may be used to view information To locate a specific record use the VCR navigation buttons at the bottom of the screen to advance to the particular record Action 1 Click on the Program Information Menu 2 Click on Funding Partners 3 The system will display the first record in this set of information 4 Use the VCR navigation buttons at the bottom of the screen to advance to the particular record 5 Click on CLOSE to exit the form C 4 Modify Funding Partner Information This function is used to update a participant s account information Critical update scenarios are described in the subsections below Action 1 Click on the Program Information Menu 2 Click on Funding Partners 3 The system will display the first record in the database 4 Click on EDIT 5 The system will prompt Do you really want to edit this record 6 Click OK to edit or CANCEL to remain in view mode MIS IDA User Manual 32 7 Use the Select Partner dropdown box to obtain the specific record or use the VCR navigation buttons at the bottom of the screen to advance to the particular record 8 Modify field values as necessary 9 Click on SAVE then CLOSE to
93. he procedures to close an account or exit the participant but do NOT delete the record Action Click on the Participant Information Menu Click on Participant and Account Information Retrieve participant information Click EDIT when the system displays the first screen The system will prompt Do you really want to edit this record Click OK to edit or CANCEL to remain in view mode Click on the sixth TAB named Account Information Highlight the account to be deleted Click on DELETE 10 The system will prompt Do you want to delete the selected record 11 Click on YES to delete or NO to retain the record CHNAKKRWNS D PARTICIPANT EXIT Purpose This function is used to indicate a participant s exit from the IDA program Related Forms The paper form used for this function is the Participant Exit Form A copy of this form is provided in Appendix A Related Reports Participant Exit Report D 1 Enter Participant Exit Information Although the field administrator is adding new information to a participant s record this function uses the EDIT button to enter exit information The form shares the same function buttons with the Participant Background Information Form which uses the ADD button to add a new participant Since the participant information is already displayed the system views this function as a modification to the record Action 1 Click on the Participant Information Menu
94. hes The information will be used to report the amount of match funds available and show current obligations against participant accounts Related Forms The paper form used for this function is the Periodic Fund Activity Form A MIS IDA User Manual 34 copy of this form is provided in Appendix A Related Reports Funding Partner Activity Summary D 1 Add a Periodic Fund Activity Statement Action After the user clicks on the menu button Periodic Fund Activity the system will display Periodic Fund Activity Form When selecting the Funding Partner Name for entering the periodic information match pools and funding partners not included in a match pool will be listed as funds that may be tracked The form is shown on the next page Se RNS Click ADD to enter information Click on the arrow next to Fund ID to select from a list of valid funding partners Enter all other information on the screen Click SAVE and CLOSE If entering multiple partner information click SAVE after entering the first record then return to step 1 D 2 Retrieve a Periodic Fund Activity Statement Action 1 2 Click on Periodic Fund Activity 3 4 5 6 Click on the Program Information Menu The system will display the first record in this set of information Use the FundId dropdown box to obtain the records associated with a specific funding partner Use the VCR navigation buttons at the bottom of the scree
95. i annual basis This tracking can be used to report on changes over time in participant income and savings behavior and effects of changes in program design on savings behavior and program efficacy E 5 Update Calculations Purpose This function is used to re calculate all participant account statements This action may take some time and should be initiated at the end of the day It is estimated that each account statement takes approximately four seconds to process given this estimate sites with 100 accounts and two years of statements 24 per account may take up to 2 1 2 hours to recalculate all statements E 5 1 Calculate Savings End Date Action 1 Click on Add l Tools from the Administration Menu 2 Click on Update Calculations from the Add Tools Menu 3 If the site being displayed is not correct return to the Administration Menu click on Select Program Site and select the desired site number Then return to Update Calculations 4 Select with you want to calculate the Savings End Date for all sites or this site only 5 Click Calculate 6 The system will prompt twice to continue the action Click Yes to continue or No to cancel 7 Click Close to exit the screen E 5 2 Recalculate Account Statements Action 1 Click on Add l Tools from the Administration Menu 2 Click on Update Calculations from the Add Tools Menu 3 Enter the Program ID and Site ID you wish to recalculate 4
96. ial Work at Washington University The outstanding research and technological capability of GWB contributes to all of our work We are grateful to Dean Edward Lawlor and former Dean Shanti Khinduka for their support We are grateful to the members of a Task Force on IDA Monitoring that worked during 1996 to shape the content of the monitoring instrument before it was converted into software The members of this task force were Margaret Clark Gina Davis John Else Rona Feit Robert Friedman Karen Holden Joyce Klein Gregory Mills Mary Morten David Perret Steven Pierce Salome Raheim and Cicero Wilson An IDA Evaluation Advisory Committee was helpful to CSD during 1996 97 in shaping the overall design and purposes of monitoring The members of the committee were Margaret Clark Claudia Coulton Kathryn Edin John Else Robert Friedman Irving Garfinkle Karen Holden Laurence Kotlikoff Gregory Mills Robert Plotnick Salome Raheim Marguerite Robinson Clemente Ruiz Duran and Thomas Shapiro The Corporation for Enterprise Development CFED has been an invaluable partner in all of our IDA work The development of MIS IDA has benefited from the suggestions of staff from CFED the ADD demonstration sites ISED Solutions and other IDA programs around the country Production Team MIS IDA Version 5 was developed in partnership with ISED Solutions Inc Programming was implemented by George Bailey and testing conducted by Lissa Johnson MIS ID
97. iated with the form Please note that most of the data fields require an entry If a screen is incomplete the information will not be saved C 2 Create a Match Pool If an organization pools its match funds into a single account at a financial institution or has received small contributions from multiple sources then a match fund pool may be created in replace of the individual funding partners The match pool is then assigned to participants accounts instead of individually defined funding partners The following directions guide the user in creating a match pool account and in creating the records for the individual funding partners that contribute to the match pool Action To create a match fund pool complete the Funding Partners Form with the following specific information for the Match Pool and for a Funding Partner associated with the match pool Match Pool Entry Partner Name Match Pool if you have multiple list as Match Pool 2 or assign your own names Fund Id The system will automatically create a new number Account Id Enter from bank statement Fund Uses Select all uses that the pool will allow Funding Start Date Enter date that match pool will begin matching participant accounts Organization Type Match Pool DO NOT ENTER ANY INFORMATION ON PAGE 2 CONTRIBUTIONS MIS IDA User Manual 29 FUNDING PARTNERS FORM Use this box to select a MIS IDA assigns Check this box if there are no restrictions
98. icipant Account Information 3 wy g Participant Background Information 4 EA vi report Check the History Of Intended Uses 5 ton Ty box below fora History Of Match Rates s Participant Exit 6 wij report of all sites in Participant Account Information Post Accumulation FF vy A the database Saving End Date Youth Participant Information 8 EA ats 9 m l 10 x I v Check box for an All Sites Repot M Criteria l Sort J l ij ng 4 ISL IN Te c iDa Site Specific ding Partner eh a Sarat 0 Financialinstitution Fur Information SS espe elit TEs nell i tu s rm i can be sorted erat T Re by these fields ad I Zip Preview A subset of infi ti A 3 way check box that allows EEEE E selection based on specific criteria Check the box to retrieve currently active participants Uncheck the box to retrieve inactive participants Click until the gray shaded box appears to retrieve both active and inactive participants be selected by using these fields MIS IDA User Manual 82 REPORT CATEGORIES Report Category Report Name Cumulative Matched Withdrawals by Individual Matched Withdrawals by Use Cumulative Account Activity Cumulative Account Activity Site Specific Cumulative Account Activity All Programs Sites Total IDA Accumulation by Participant Total IDA Accumulation Summary Participant Information Mailing Labels Participant Addres
99. ime Savings Total savings to be completed within Minimum Monthly Savings optional Target Monthly Savings Account Type Individual Intended Use Account Closed Closed date Reason months of date account opened Household MIS IDA User Manual 123 FUNDING PARTNER ASSOCIATED WITH PARTICIPANT ACCOUNT This form should be filled out when setting up match fund sources for an account A program may link multiple funding sources to one account Program Id Site Id Participant Id First Name Last Name Bank Account Id Funding Partner Name Fund Id computer generated Effective Date Match Rate 21 Match Rate Change Change Date New Match Rate Reason for change MIS IDA User Manual 124 EXIT PROGRAM FORM This form should be completed when a participant exits the program Program Id Site Id Participant Id Participant first name Participant last name Exit Date Primary reason for exit Reached IDA goal ____ Reached program time limit ____No longer eligible for program Lost interest in program ____ Not able to save _____ Moved out of the area ___ Violated program rules _____ Withdrew savings for unapproved purpose _____ Deceased ____ Other Specify Comments MIS IDA User Manual 125 PERIODIC ACCOUNT STATEMENTS This form should be completed monthly from financial institution account statements Program Id Site Id Par
100. in the record The system will display an hourglass icon until all re calculations have been completed 12 Click on CLOSE to exit the form MIS IDA User Manual 79 CHAPTER 6 REPORTS The Reports Menu is the primary menu for printing information This function allows the user to print a variety of reports including mailing labels The Reports Menu is divided into three main areas of selection criteria The first is the list of report categories and associated reports within each of the categories that the user may choose to execute The categories include Cumulative Reports Participant Information Periodic Participant Information Program Information Periodic Program Information Exceptions Supplemental Formerly IDA Reporting Database MIS IDA QC AFIA These report categories are shown on the following pages The second section of the report menu is a list of data fields that can be used to sort method of ordering information on a report The third area is a list of data fields that can be used to filter method of obtaining a subset of all data information on a report These latter two functions may be used in combination with each other to refine data on a report The available options depend on the specific report and are highlighted when a report is selected from the menus The Report Menu is shown on the next page Viewing a Report 1 Select a report category from the drop down list at the top of th
101. ing Date to retrieve information based on the requested month The match rate and corresponding match amount are aggregate numbers based on multiple match fund accounts If there is a single match fund account the match rate and amount will reflect the rate for that account Related Forms Account Information Form Participant Periodic Deposit Withdrawal Form Matched Withdrawals The report shows the information entered on each matched withdrawal form The user must enter a Beginning and Ending Date to retrieve information based on the requested period Related Forms Matched Withdrawal Form Closed Accounts Report This report provides a list of participants whose accounts have been closed within a given time period Related Forms Account Information Form MIS IDA User Manual 87 Participant Account Statement Summary Post Accumulation This report provides participant account statement history for statements in the post accumulation time period The user must enter a Beginning Date and Ending Date to retrieve information based on the requested month The match rate and corresponding match amount are aggregate numbers based on multiple match fund accounts If there is a single match fund account the match rate and amount will reflect the rate for that account Related Forms Account Information Form Participant Periodic Deposit Withdrawal Form Economic Education Notes by Participant This report shows economic education and
102. ings and match funds NOTE It is necessary that the withdraw date on the form reflect the statement period that the withdrawal appears on the participant s account statement This will ensure that MIS IDA s data and calculations are synchronized with those of the financial institution Related Forms The paper form used for this function is the Matched Withdrawal Form A copy of this form is provided in Appendix A Related Reports Matched Withdrawals by Individual Matched Withdrawals by Use Total IDA Accumulation by Participant Total IDA Accumulation Summary Individual Account Statements Discrepancies between Matched and Total Withdrawals First Matched Withdrawal Participant Account Statements Summary Participant Account Statements Summary Post Accumulation Active Funding Partners Escrowed Funding Partners F 1 Enter a Matched Withdrawal Action 1 Select Matched Withdrawals from the Participant Information menu 2 Click on the ADD button 3 Click on the arrow next to Select Participant to select from a list of active participants 4 Click on the arrow next to Account Id to select an associated account number for the participant 5 Enter information for all fields on the screen Note that Withdrawal Date defaults to the ending date of the most recent account statement Once the user tabs to this field the value is highlighted and the user may enter a different date Click on SAVE 7 Ifthe default
103. ipants will not be visible in the list of participants on this screen Action 1 Click on the Participant Information Menu 2 Click on Participant and Account Information 3 Retrieve the applicable participant by unchecking the Active Exited box on the FIND Screen 4 Click on the last TAB entitled Participant Exit 5 Click on CLOSE to exit D 3 Modify Participant Exit Information Exited participant records may be viewed or edited by unchecking the ACTIVE EXITED box on the FIND screen used to retrieve participant information Unless this box is blank exited participants will not be visible in the list of participants on this screen NOTE An exited participant may be re activated by removing the values displayed on the Participant Exit Form Action 1 Click on the Participant Information Menu 2 Click on Participant and Account Information 3 Retrieve the applicable participant by unchecking the Active Exited box on the FIND form 4 Click on the last TAB entitled Participant Exit 5 Click on EDIT 6 Modify values 7 Click SAVE and CLOSE to exit MIS IDA User Manual 70 E PERIODIC ACCOUNT STATEMENTS Purpose This function is used to record monthly financial account statements obtained from a financial institution Related Forms The paper form used for this function is the Participant Periodic Deposits Withdrawals Form A copy of this form is provided in Appendix A Re
104. ken from the form completed at installation Johnson z Assigned by ISED Ei Taken from the form completed at installation Campus Box 1196 Contact information will be printed on account statements sent to St Louis ICRI participants 314 935 8062 314 935 8661 misida qubssw wustl edu Research Organization Use dropdown box to select a value from one of these lines 12 15 1995 oa MIS IDA User Manual 20 PROGRAM BACKGROUND INFORMATION FORM Page 2 here IDAs deposited bank or savings amp loan vice charge for accounts Ej individual Eh separate accounts Select value from dropdown list Check if yes MIS IDA User Manual 21 PROGRAM BACKGROUND INFORMATION FORM Page 3 Previously entered value Values in this list may be entered for funding partners FemePuchase and participant accounts Monee oo Values not shown here will not be available ost Secondary Ed Use blank box to select a value from dropdown list Asterisk denotes line to add next intended use value MIS IDA User Manual 22 PROGRAM BACKGROUND INFORMATION FORM Page 4 Check if yes If yes enter a dollar value here 0 00 Enter a value on first line OR for fields in 5 00 second line by funder and specification and
105. lated Reports Cumulative Account Activity Total IDA Accumulation by Participant Total IDA Accumulation Summary Individual Account Statements Participant Account Statements Participant Account Statements Post Accumulation Discrepancies in Target Periodic Savings Discrepancies between Matched and Total Withdrawals First Matched Withdrawal Active Funding Partners Escrowed Funding Partners Residual Escrowed Match Funds E 1 Add a Periodic Account Statement In addition to being able to add a Periodic Account Statement from the Participant and Account Information Form you may also enter it directly into the system Action After the user clicks on the menu button Periodic Account Statements the system will display the Periodic Deposit Withdrawal Form 1 Click on the ADD button 2 Click on the arrow next to Select Participant to choose from a list of valid participants 3 Click on the arrow next to Account Id to select the associated account number for the participant 4 Enter all other information on the screen 5 Click on the SAVE button to save the record you may have to click twice The system will generate an hourglass to show that the information is being saved This screen is shown two pages after this Please note that most of the data fields require an entry If a screen is incomplete the participant s information will not be saved Critical Fields The current periodic information is obtained f
106. lect Program Site from the Administration Menu The system will display the MIS IDA Installation Form which was used to install the current system The Jnstallation Form displays the current savings calculation period Select the savings calculation period for which you prefer your program to operate see Chapter 2 Section B 1 Program Account Structure Note This will re calculate every account statement for this site Depending on the data file size this action may take some time The field administrator should check that the maximum savings field on each participant s Account Information Form reflects the correct value for the new savings calculation period selected E ADDITIONAL TOOLS Purpose This function allows the user or Technical Support to lookup change recalculate and manage data E 1 MIS IDA File Locations Action 1 2 3 4 Click on Add l Tools from the Administration Menu Click on MIS IDA File Locations from the Add Tools Menu A form will display which lists the exact path of the files MIS IDA is connecting Click Close to exit the screen MIS IDA User Manual 103 E 2 Change Participant Program Site Purpose This feature allows you to move a participant from one site to another in MIS IDA Action 1 2 3 4 5 Click on Add l Tools from the Administration Menu Click on Change Participant Program Site from the Add Tools Menu A f
107. ligated to the participant at the time of closure how much has been used and any remainder Related Forms Program Periodic Funding Activity Form Participant Periodic Deposit Withdrawal Form Matched Withdrawal Form Residual Escrowed Match Funds This report shows residual match funds that were not used after both a funding partner and an affiliated participant account has been closed Related Forms Program Periodic Funding Activity Form Participant Periodic Deposit Withdrawal Form Matched Withdrawal Form F EXCEPTIONS Discrepancies Between Approved and Total Withdrawals A matched withdrawal will be included in this report if it was entered in MIS IDA but did not yet clear at the financial institution and therefore was not yet included in a periodic statement MIS IDA shows periodic statements in which the matched withdrawals for a period exceeded the total withdrawal amount reported by the financial institution Related Forms Matched Withdrawal Form Participant Periodic Deposit Withdrawal Form Discrepancies from Target Periodic Savings This report shows periodic statements in which a participant failed to save at the target periodic savings rate MIS IDA looks for periodic savings that fall 20 above or below the target Related Forms Account Information Form Participant Periodic Deposit Withdrawal Form Closed Exited Exceptions Report There are three criteria being checked in this report 1 Exited Participants and
108. m is not displayed and marked NA and the Assets and Liabilities form is displayed instead Youth Is this Participant a member of a Youth IDA ae frmAddParticipant_Youth Form Add New Participant Youth PartID l i ProgID First Name SiteID Last Name l Check this box if this tab does not apply to this participant Relationship of primary caregiver to youth participant Is the youth participant a U S citizen Yes Was the youth participant born in the U S Yes Current grade level in school for youth participant Eighth If the youth participant is not in school does the participant have a high school diploma or GED Employment status of youth participant Not employed is MIS IDA User Manual 44 PARTICIPANT AND ACCOUNT INFORMATION Assets and Liabilities Form frmAddParticipant_Assets Form ba AR Add New Participant Assets and Liabilities PartID fi 1111 ProgID l First Name l le SiteID l Last Name z Do you own a vehicle E v Vehicle value 5 000 00 n amount on vehicle 4 200 00 Do you own a home No Home value l 0 00 Mortgage t on home l 0 00 Select from Do you own a business No M Business value 0 00 Loan amount for business If participant has this dropdown list Do you own rental property or land No w Property value 00 Loan amount for property D asset or debt enter Do you own stocks bonds 401K IRA other investments No Value
109. match amount from the funding sources is not desired click on the second TAB FP Contributions The default amount s equals the participant s contribution multiplied by the funder s match rate for that account 8 Highlight a funding partner in the datasheet top to change its match dollar disbursement 9 Enter the actual match dollars that will be taken from the funding partner account to match the participant s withdrawal 10 Repeat steps 6 and 7 for each funding partner 11 Click on SAVE 12 Note If the total actual dollars do not equal the total default amount the system will display a message to the user If the entered values are correct click CONTINUE otherwise click CANCEL and enter correct values D MIS IDA User Manual 75 The form is shown on the next two pages reflecting the two TAB buttons associated with the form Please note that many of the data fields require an entry If a screen is incomplete the participant s information will not be saved Critical Fields Date of Withdrawal This is the date that the withdrawal transaction cleared at the financial institution MIS IDA will compare the withdrawal date with the current statement period to calculate and report on year to date matched withdrawals NOTE A withdrawal should be entered AFTER the account statement for this period has been entered into MIS IDA If a matched withdrawal is entered in a given statement period but does not appear o
110. month cycle it is recommended that accounts be opened near the beginning of a statement period Matchable Closing Balance The portion of the closing balance as shown on the account statement from the financial institution that is eligible to be matched in the savings period In cases where previous partial matched withdrawals and or excess savings exist this figure may be lower than the account closing balance Match Funds The product of the overall match rate for the account multiplied by the matchable closing balance savings eligible for match Total IDA Savings The sum of match funds and the account closing balance not the matchable closing balance MIS IDA User Manual 72 Select a participant when adding an account statement or select to retrieve previous entries for only that participant Then select an account number After selecting participant id number will appear here Enter the dates for this statement PERIODIC ACCOUNT STATEMENTS Participant Deposit Withdrawal Form Select the account for which a statement will be added or to retrieve previous statements for only that account Must select a participant first Select Participant Charita Castro NOTE Period Beginning date must begin on the first day after the previous Period Ending date including weekends and holidays Add Undo Save wio E Account ID fi E Report Date 10 29 2001 Sample Dataset
111. n entered into MIS IDA but have not been exited yet and all participants who have been exited from MIS IDA with reached IDA goal as their exit reason Training Completion Reports These reports are intended to identify who has completed or has not completed the educational components of their IDA These reports work only if you use the default names MIS IDA uses for the education components If you wish to use these reports you will need to enter a record using the MIS IDA default names indicating that the educational component is complete The client specific report lists all the educational records for a participant H MIS IDA QC This reporting section was formerly a separate database linked to MIS IDA It is now integrated into MIS IDA to make it easier to use This section features seven reports that provide information on potential data entry errors missing values and accounting inconsistencies We recommend you run these report periodically to help keep your data clean Reports include Account Statement Cleaning checks account statement information Youth Participant Cleaning checks demographic information of youth based programs Participant Cleaning checks demographic information of adult based programs Participants with Exceptions checks discrepancies in open closed status Program Background Cleaning checks program design information Program Activity Cleaning checks program marketing and cost information
112. n the financial institution s statement the Match Withdrawal form should be updated with the date that the withdrawal was recorded at the financial institution Discrepancy reports may be run to show inconsistencies see Chapter 6 Section F Exceptions Reports Amount of Participant Contribution This is the amount of savings deposit interest that the participant used for his her asset purchase This value is included in the year to date calculations of a participant s account and reported on the individual account statement Actual Contribution Amount This is the amount of match funds given by one or more funding partners for a participant s asset purchase This value is included in the calculations of funding partner obligations in the Active Funding Partners and Escrowed Funding Partners Reports Note The field administrator may use the default value based on match rate or designate a specific value for a funding partner s contribution to the asset purchase F 2 Retrieve a Matched Withdrawal Action 1 Click on the Participant Information Menu Click on Matched Withdrawals 3 Use the Select Participant and Account Id dropdown boxes to filter down to the desired set of records 4 Use the VCR navigator buttons to advance to the desired entry 5 Click on CLOSE to exit the form MIS IDA User Manual 76 PARTICIPANT MATCHED WITHDRAWALS FORM Click on this tab to view or modify the Select the account
113. n to advance to the particular record Click on CLOSE to exit the form D 3 Modify a Periodic Fund Activity Statement Action ep d ae ede x Click on the Program Information Menu Click on Periodic Fund Activity Click on EDIT The system will prompt Do you really want to edit this record Click OK to edit or CANCEL to remain in view mode Use the Fund Id dropdown box to obtain the specific record or use the VCR navigation buttons at the bottom of the screen to advance to the particular record Modify field values as necessary Click on SAVE then CLOSE to exit the form MIS IDA User Manual 35 PERIODIC FUND ACTIVITY FORM Select a funding partner when adding an account statement or select to retrieve previous entries for only that funding partner P 1000 000 Enter the begin and end dates from the bank account statement Use the navigation buttons to review other account statements MIS IDA User Manual 36 D 4 Delete a Periodic Fund Activity Statement Action 1 Click on the Program Information Menu 2 Click on Periodic Fund Activity 3 Click on EDIT 4 The system will prompt Do you really want to edit this record 5 Click OK to edit or CANCEL to remain in view mode 6 Use the Fund Id dropdown box to obtain the specific record or use the VCR navigation buttons at the bottom of the screen to advance to the p
114. nization Participant ID ProalD 1 Period Beginning 2AE Beginning Balance 100 00 SitelD 1 Period Ending 2 28 2005 Deposits 0 00 Number of Deposits Soa Withdrawals s0 Number Of Withdrawals oo Service Charge 0 Interest s0 Closing Balance 100 00 Add Undo Save Close MIS IDA User Manual 49 A 2 Retrieve a Participant Record This function is used to view existing participant information A copy of the Find Screen is shown on the next page Action 1 Click on Participant Information from the Main Menu 2 Click on Participant and Account Information 3 At the system prompt select Open 4 Click on the FIND button or enter part or all of first name last name or participant id If multiple entries are found the system will display all entries on the right hand side of the screen Click on gray box to the left of the requested participant arrow will appear 6 Click the FIND button to retrieve the participant s record M E Participant Information cog PERSON Participant ID 111 11 1111 Account ID 11111111 _ Information Address Background Youth Assets and Liabilities Economic Education Notes Account Info Participant Exit Participant ID finan Report Date 472072006 First Name New Test Organization Last Name Person sts Prog ID T Date of Enrollment in IDA program 1 1 2005 Site ID T Gender female v Year of birth i968 Ethnicity Latino or Hispani
115. nked to participant name and address fields The user should use the mail merge function in Word to execute the merge with the data in the database MIS IDA User Manual 93 CHAPTER 7 ADMINISTRATION The Administration Menu is used to assist the field administrator in managing MIS IDA A copy of the menu is shown on the following page In general the administrator should back up export the database periodically whenever data has been added or modified and saved to another medium such as a network or Zip disk Saving the data frequently will prevent loss of data due to power outage hard disk failure or other catastrophe The Administration Menu is shown on the next page A TRANSFER EXTERNAL DATA Purpose The data transfer menu is used to import and export data into and out of the system The system displays a menu with the different import and export options The following sections describe each menu item The Transfer External Data Menu is shown on the following page A 1 Import EDI Bank Statements Purpose This function is used to copy bank statement information from a financial institution into MIS IDA without having to manually enter the data in the Participant Periodic Deposit Withdrawal Form The field administrator should coordinate with the affiliated financial institution to obtain a text file that is formatted for MIS IDA The file format for this function is provided in Appendix B After obtaining the file from the fin
116. nt activity for a specified period or year to date D ADMINISTRATION This function assists the data administrator in managing the data stored in the database Administrative activities include exporting to and importing from Excel spreadsheets for backing up the database and sending data to CSD linking the appropriate data files to the system managing multiple sites data defining values for site specific fields and more For security purposes the field administrator will have sole access to these functions MIS IDA User Manual 15 MIS IDA MAIN MENU Reveal menu options for adding s 2 viewing or modifying program and Management Information System for funding partner information Individual Development Accounts MIS sion 5 0 Reveal menu options for adding viewing or modifying participant and account information 2 Program Information Reveal Report Menu Bj Participant Informati n In Partnership with Ea Reports SED Solution washington DC USA Reveal Administrator s menu m Administration options export and import data set SRE or view system information compact Exit IDA Monitoring Instrument y i P the database etc Quit MIS IDA Copyright 1998 2005 MIS IDA User Manual 16 CHAPTER 4 PROGRAM INFORMATION The Program Information Menu is the primary menu for entering or editing information about the IDA program This function allows the user to record in
117. od The savings calculation period for AFIA and ORR are Lifetime Enter program background information Program Background Form Enter funding sources Funding Partner Form Meet with new participant s Have participant s read and sign Savings Plan Agreement and Release of Information Form allowing the program to collect participant financial information and if applicable to send data to researchers like CSD See Appendix D 7 Fill out participant information e g background address assets liabilities case notes and enter into MIS IDA Participant Information Form 8 Once bank account is open enter participant account information and assign funding source s Account Information Form 9 For each financial period 3 Do Pe MIS IDA User Manual 6 10 11 12 13 e Enter participant account statement information into MIS IDA Participant Periodic Deposits Withdrawals Form This step may be accomplished electronically if financial institution releases data electronically e Enter match fund financial statement information into MIS IDA Periodic Funding Activity Form Enter Program Activity information into MIS IDA Program Activity Form Print program participant activity reports for review Print Individual Account Statements for participants Print form letters and mailing labels for participants e Send letters and or financial statements to participants Complete Matched Withdrawal Form
118. of MIS IDA v4 and earlier Site Only Click on the Administration Menu Click on the submenu Select Program Site Set the Site Id to the site number being imported Click on the Transfer External Data Menu Click on the Transfer External Data Menu to from Version 3 or 4 Select Import Data Site Only At the system prompt select yes to continue or no to cancel The system will search for the following file c mis ida v5 xls rolldown xls The system will import the information after it finds the file Import data from an export of IDA Reporting Database SN deh Click on the Administration Menu Click on the Transfer External Data Menu Select Import IDA Reporting Database Data At the system prompt select yes to continue or no to cancel The system will search for the following file c mis ida v5 xls datatsfr xls The system will import the information after it finds the file B RELINK TABLES Purpos e This function is used to connect the MIS IDA data file ida_data mdb with the main system file ida mdb An administrator will only need to perform this function when the data or system files have been moved If the system file is unable to locate the associated data file at system start up the system will prompt the administrator to relink the data file In this case follow Steps 3 5 shown below Action 1 2 3 4 5 Select Relink Tables
119. orm designates system wide the list of approved uses for participant asset purchases This means that funding partners and accounts CANNOT specify a use that is NOT on the list shown in the Program Background Information form A 2 Retrieve Program Background Information This function may be used to view information The system will retrieve the most recently modified record Action 1 Click on Program Information from the Main Menu 2 Click on Program Background Information 3 The system will display the most recent information if modifications had been made in the semi annual update function A 3 Modify Program Background Information This function should only be used to make error corrections Any changes in the information that result from a change in program design should be made using the Semi Annual Update Menu for the Program Background Form Updates made here will not retain a history of such changes Action 1 Click on the Program Information from the Main Menu 2 Click on Program Background Information 3 The system will display the most recent information if modifications had been made in the semi annual update function 4 Click on the EDIT button at the bottom of the form on the first screen Make edit corrections 6 Click on SAVE and CLOSE buttons at the bottom of the form on the first screen A MIS IDA User Manual 19 PROGRAM BACKGROUND INFORMATION FORM Page 1 Ta
120. orm will display which allows you to enter a participant s Part ID the old and new Prog ID and Site ID s Once filled in click the Update Program and Site button and the Participant will be moved to the other Click Close to exit the screen E 3 Fix Missing Import Data Purpose This function is used to complete a database import process if there are problems with importing a previous version of the data Contact technical support for assistance with this function E 3 1 Update Youth Data Tab for Participant Action 1 2 3 4 5 Click on Add l Tools from the Administration Menu Click on Fix Missing Import Data from the Add l Tools Menu Click on Update Youth Data Tab for Participant from the Fix Missing Import Data Menu Click this button fixes anyone with the problem The system will display the hourglass cursor until the process is complete E 3 2 Update HHS Poverty Guidelines for Participants Action l 2s 3 Click on Add l Tools from the Administration Menu Click on Fix Missing Import Data from the Add Tools Menu Click on Update HHS Poverty Guidelines for Participants from the Fix Missing Import Data Menu Click OK to recalculate Click OK when the system indicates it is finished MIS IDA User Manual 104 E 4 Semi annual Updates This function is used to track a history of changes in participant information and program design on a sem
121. oubleshooting and technical support Important Note 2 In order to install MIS IDA you have administrator security rights of the computer If the person who is going to be using the system is not an administrator then you will MIS IDA User Manual 4 need to modify several folders security setting in order for MIS IDA to run properly The end user must have full control of the following folders e C e C MIS IDA v5 e C MIS IDA v5 XLS e C Program Files MIS IDA v5 Updating MIS IDA to V 5 from a CD 1 Ep Be ON 9 10 Click the X button on the Install Form to close it 12 13 Click Transfer External Data from Version 3 or 4 15 16 17 18 11 14 19 20 Before installing any updates it is always a good idea to back up the computer first If you are unable to backup the entire computer then we recommend that you export your data from MIS IDA and make a copy of the data in a safe place Insert and Open CD Go to the appropriate folder For example Office XP users should select the XP folder The default path should appear in the destination directory We don t not recommend changing this path Feel free to contact us if you are considering changing the path Click Start Installing This should not overwrite any existing files Click OK when setup is complete Copy the xfer xls file from the C MIS IDA xls directory into the C MIS IDA v5 xls directory This assumes you have
122. ource EA Select Did you have an existing relationship with the organization prior to enrollment sat yes no or unknown l o j RE yv from list Click to go to the next screen in the IDA program Were you referred to the IDA program by another organization Close MIS IDA User Manual 41 PARTICIPANT AND ACCOUNT INFORMATION Address Form 3 frmAddParticipant_Address Form wholes Add New Participant Address Information PartID fis i ProgID First Name je SiteID Last Name erso Address Line 1 222 2nd Ave Participant aa Address Line 2 ar c pant s contac o GTN i Country USA Zip Postal Code 55555 Phone 555 555 5555 Alternate Phone 666 666 6666 Enter the name and address of a relative who would know how to contact you if you moved Caregiver Relative s first name Uncle t lt i S C S Caregiver Relative s last name San o Address line 1 fi 010 10th Street Address line 2 City Anywhere State Province MO Country usa Cs Zip Postal Code 55555 Phone 8333333333 Back Close Next gt Click to go to the previous screen Click to go to the next screen Contact information of a permanent contact for participant MIS IDA User Manual 42 Select participant group from list The list is set by the Field Administrator PARTICIPANT AND ACCOUNT INFORMATION Background Form frmAd eParticipant_Background Form Add New Particip
123. r a participant account will be shifted into escrow for future use when entering the next periodic account statement MIS IDA User Manual 30 FUNDING PARTNERS FORM p 2 List of all contributions made by this partner Select the entry you wish to modify or delete Date funding partner match dollars were received by or committed to program anil ee Tea 171736 i ERE 15 000 00 Portion of contribution for use as match er tions y ount 10 000 00 Portion of contribution Add E l ave Dejet to support program Portion of contribution not Delete the selected contribution operations designated for match or operations MIS IDA User Manual 31 Funding Partner Contributing to Match Pool optional Partner Name Name of funding partner Fund Id The system will automatically create a new number Account Id 0 Fund Uses Enter use s Funding Start Date Enter date that fund will begin matching participant accounts Organization Type Select type of organization Contribute to Match Pool Yes click in box Contributions page 2 Contribution Date Enter date that contribution was made Match Amount Enter amount given for match funding Operations Amount Enter amount given for operations expenses Other Amount Enter amount given for other uses Please note that if a match pool is being used it is not necessary to enter contribution amounts for the match pool since they will be entered for t
124. re that no participants are skipped during the production of these statements B 2 Participant Account Structure Account Information Form fields noted in italics e A participant may have multiple accounts e An account may have multiple match funds sources e An account shall be designated with one Intended Use at any given time However the use designation may change provided match funds associated with the account support the new intended use If more than one intended use is needed then it is recommended that you create separate accounts for each intended use e Maximum Savings must be specified for each account Optional Minimum Periodic Savings and Target Periodic Savings fields may be designated The Maximum Annual or Lifetime Savings field allows a match up to but not exceeding this amount of participant s savings therefore this field controls the maximum amount a participant can deposit to receive matching funds see Lifetime versus Annual Calculation Period p 12 and Critical Fields p 59 e Date Account Opened starts the 12 month period during which the participant can save toward the annual savings goal applies only to Annual Savings Calculation Period The anniversary of this date starts a new 12 monthly or four quarterly savings period Participant MIS IDA User Manual 13 deposits plus interest in excess of the maximum annual savings will be rolled over and shown in the next statement period as a deposit on
125. rimary and secondary education Post secondary education Job training or technical education Microenterprise start up or development Financial investments Moving expenses Vehicle Furniture washer or other durable goods Medical expenses Retirement MIS IDA User Manual 109 Employment related expenses equipment clothing transportation child care etc Emergency or hardship Other Specify Is there an annual limit on total IDA balance savings match per account Yes No If yes what is the maximum Is there a lifetime limit on total IDA balance savings match per account Yes No If yes what is the maximum If match rates do not vary please specify the rate as a ratio 71 If match rates vary please specify the Highest IDA match ratio specify as a ratio 71 Lowest IDA match ratio specify as a ratio 1 If match rates vary please specify how Is there a waiting period before IDA participants can access their funds Yes No If there is a waiting period please specify how long in weeks Other financial incentives for participant Do IDA deposits earn interest Yes No Are IDA deposits earned by program participation Yes No Do IDA deposits reduce rent or other fees Yes No Are there other incentives for participants Yes No If there are other incentives please specify At the program level give the total amount of matching funds and other financial incentives planned this
126. rom the financial institution However there are other year to date calculations that are performed in the background to keep track of matched withdrawals and extra savings The results of these calculations are displayed in the Individual Account Statement reports Due to the critical nature of the financial statement each of these background fields is defined below Beginning Balance When adding an account statement the system will automatically fill in the ending balance from the previous statement If the value filled in is zero this indicates that there was no previous statement or that the statement dates are not contiguous that is the Period Begin Date is more than one day later than the Period End Date of the previous statement Savings Although interest is separately listed on this form the system defines participant savings as participant deposits interest Refer to Chapter 2 Account Structure Best Practice Guidelines MIS IDA User Manual 71 Matched Withdrawals If a Matched Withdrawal Form has been completed during the statement period the system will assume that the Total Withdrawals noted in the periodic statement includes the Participant Amount entered in the Matched Withdrawal Form Unmatched Withdrawals The system will assume that all withdrawals are unmatched unless a Matched Withdrawal Form has been completed for the amount of the withdrawal reported by the financial institution during the statement period
127. rovide features unique to the operations of their individual program or group of programs As a point of reference for understanding the principles upon which MIS IDA was based this section includes the definition and program design guidelines of IDAs as developed in Michael Sherraden s book Assets and the Poor 1991 Armonk NY Sharpe MIS IDA User Manual 1 What are IDAs e Individual Development Accounts IDAs are matched savings accounts dedicated to such purposes as buying or improving a home capitalizing a small business and education or job training e IDA savings are individual deposits that are matched at a predetermined rate by public or private sources e IDAs are typically set up in the name of an individual with withdrawals approved by the managing organization e IDAs can be interest bearing and tax benefited e IDAs are managed by community based organizations and accounts are held at a local financial institution e IDA program participants may receive financial literacy training on how to budget save and invest e IDAs are designed to increase the savings and investments of the working poor welfare recipients and those who do not have opportunities resources or enough income to participate in other financial investment schemes e According to the Personal Responsibility and Work Opportunity Act of 1996 money saved in an IDA is disregarded when determining eligibility for government assistance
128. rting Organizations that will be submitting data to a third party research organization for evaluation should notify and obtain consent from IDA participants that their data may be included in the submission to the research organization A sample Release of Information Form that the participant signs is provided in Appendix C When sending data to a research organization the media should be labeled with the organization s name Program ID and Site ID MIS IDA User Manual 97 A 4 Import Data Purpose This function is used to copy information into MIS IDA from the xfer xls or rolldown xls files created when MIS IDA data was exported by the Export Data function see above The system will ONLY import a file that was exported by the export function An administrator may use this function to reload data from a backup file If participating in a multi site setting this function may be used to transfer data into the central program office database or into a satellite site from the central office Action Import data from an export of MIS IDA V5 All Sites 6 7 1 Click on the Administration Menu Z 3 4 5 Click on the Transfer External Data Menu Click on the Transfer External Data Menu to from Version 5 Select Import Data All A screen will appear that allows you to select the file you wish to import a Click the button with 4 dots on the right side of the screen b Find and select the file
129. s 4 Click on SAVE Result Participant may receive or lose match funds based on change in savings to be matched Previously unmatched participant savings may now be matched due to the increase in the amount of savings eligible for match dollars and vice versa C 3 4 Modify Total Savings to be Completed Within Months from Date Account Opened Action 1 Retrieve the participant information for the affected account Click on EDIT 2 Proceed to the Account Information TAB Highlight the account to be updated in the list box upper left and modify the Total Savings to be Completed Within hex Months from Date Account Opened 3 Click on SAVE Result Participant s Saving End Date has been revised If zero is entered the system assumes that the participant has no end date If any other number is entered the system will compute the Saving End Date and recalculate account statements The system will take a snapshot of the Matchable Closing Balance based on the statement period of the new Saving End Date and that amount will become the participant s New Savings Goal as shown on the Participant Account Information Post Accumulation Report C 4 Close a Participant s Account SCENARIO 1 Close participant account before using any match funds Action 1 Retrieve the participant information for the affected account Click on EDIT 2 Proceed to the Account Information TAB Highlight the account to be closed
130. s List Participant Account Information Participant Background Information History of Intended Uses History of Match Rates Participant Exit Participant Account Information Post Accumulation Savings End Date Youth Participant Information Participant Periodic Individual Account Statement Short Version Individual Account Statement First Matched Withdrawal Participant Account Statement Summary Matched Withdrawals Closed Accounts Participant Account Statement Summary Post Accumulation Economic Education Notes by Participant Economic Education Notes by Contact Type Economic Education Notes Summary Program Information Program Background Information Funding Partner Information Demographics by Site Demographics All Sites Demographics Youth Program Periodic Funding Partner Activity Summary Program Activity Program Activity All Sites Program Marketing Active Funding Partners Active Funding Partners Summary Report Escrowed Funding Partners Residual Escrowed Match Funds Exceptions Discrepancies Between Approved and Total Withdrawals Discrepancies from Target Periodic Savings Closed Exited Exceptions Report Supplemental Reporting Client List Short Version MIS IDA User Manual 83 Supplemental Reporting Cont d Client List Long Version Program Status Report Demographics w Refugee and Immigrant Community Impact Report DHHS Poverty Level Report
131. s participants based on the dollar amount of their target periodic savings If you receive an error running one of these reports it means at least one participant meeting the criteria has 0 deposited in their account By clicking the button in the box to the right of the completion data reports you can obtain a list of those clients who have 0 deposited in their account This report will not run unless all applicants meeting the criteria have more than 0 deposited because it must calculate an average monthly savings deposit in order to calculate when a person will complete the savings goal MIS IDA User Manual 91 Vendor Report This report lists the total amount of money each vendor received in funds from this program for all sites The vendor information comes from the matched withdrawal in MIS IDA This report is intended to help program staff target local fund raising efforts and also to give an indication of community impact Loan Report This report lists the total amount of money each Loaning Institution received in funds from this program for all sites The Loaning Institution information comes from the total value of assets and loans in the IDA Reporting Database This report is intended to help program staff target local fund raising efforts and also to give an indication of community impact Funding Partner Obligation Report This report sums the match obligation savings goal x match ratio for all of the participants who have bee
132. s report shows details of the amounts that an active funding partner is obligated or has paid out to each affiliated participant s account Funding partner obligations are the match amount to be distributed to the participant based on their matchable closing balance and match rate The report is organized by the funding partners and the associated participant accounts that they fund Totals are provided by participant and funding partner Related Forms Program Periodic Funding Activity and Participant Periodic Deposit Withdrawal Forms Active Funding Partners Summary Report This report summarizes the amounts that an active funding partner is obligated or has paid out to all affiliated participants accounts Funding partner obligations are the match amount to be distributed to the participant based on their matchable closing balance and match rate Totals are provided by funding partner and in aggregate for the entire program Related Forms Program Periodic Funding Activity and Participant Periodic Deposit Withdrawal Forms Escrowed Funding Partners This report shows funding partners that have been closed but who have match obligations against a participant s account A funding partner may have provided match funding for a limited period of time during the participant s savings period These match funds are held in escrow status from the time the funding partner is closed The MIS IDA User Manual 89 report displays the amount ob
133. s shown on the next page Please note that many of the data fields require an entry If a screen is incomplete the information will not be saved B 2 Retrieve Periodic Program Activity Information This function may be used to view information To locate a specific record use the VCR navigation buttons at the bottom of the screen to advance to the particular record Action 1 Click on the Program Information from the Main Menu 2 Click on Periodic Program Activity 3 The system will display the first record in this set of information 4 Use the VCR navigation buttons at the bottom of the screen to advance to the particular record 5 Click on CLOSE to exit the form MIS IDA User Manual 26 Dates for this report period Marketing Activities PERIODIC PROGRAM ACTIVITY FORM all gt Program Expenditures Staff Time Expenditures M 2 000 00 180 Record number of cd 150 00 160 hours ie a ae groups during the Check if this type ti O report period of marketing was al a used during report 100 00 oD period z 5000 BEE Enter the number of riete a EN new IDAs planned 0 mj for the next period als T klj Use the navigation buttons to review other activity summaries MIS IDA User Manual 27 Delete this entry Enter dollars spent in these areas during the report period B 3 Modify Periodic Program Activity Information
134. social service agency credit union other specify Private for profit organizational types bank or other financial institution commercial employer community development org for profit other specify If IDAs are currently in planning please specify date to begin If IDAs are currently in operation please specify date they were begun Do you currently have an evaluation of your IDA program underway Yes No MIS IDA User Manual 108 If yes by someone inside the organization Name If yes by someone outside the organization Name IDA Program Design Institution where IDAs are deposited bank or savings and loan credit union other Specify other Is there a service charge for the accounts Accounts are held in what name Ind Individual s contributions and match funds are held in same or separate accounts Match funds are held in what name Ind Are all match funds held in one large account Is a written savings plan or agreement required When do IDA participants receive a periodic account statement monthly quarterly semi annually Do account withdrawals require more than one signature Are there penalties for unapproved use of IDA funds Specify penalties Yes No Org Both Same Sep Org Both Yes No Yes No annually Yes No Yes No Please check all permissible uses of funds in IDA accounts Home purchase Home repair or remodeling Security deposit for rental property P
135. stitution Name TetBak Date Account Opened 1 1 2005 Total savings to be completed Maximum Lifetime Savings 2 000 00 within 36 months from date account opened Minimum Periodic Savings 25 00 Saving End s Pie Target Periodic Savings 55 00 1 1 2008 Account Type individual Ez Close MIS IDA User Manual 46 PARTICIPANT AND ACCOUNT INFORMATION Intended Use Form This screen allows you to select what asset the participant intends to purchase The system only allows one Intended Use per account If a participant wishes to save for more than one Intended Use the cleanest way to handle this is to open one account for each type of Intended Use If this is not possible you must select one Intended Use to be the primary asset that the participant is saving for a frm dd ccount_Use Form Add New Account Intended Use PartID fiti 1i 1111 ProgID i t lt CS lt FirstName Porson stof Last Name he Enroll Date fifijzoos o Account ID Account Open Date a2 t S Select an Intended Use Home Purchase iv lt Back Close MIS IDA User Manual 47 PARTICIPANT AND ACCOUNT INFORMATION Funding Partner and Match Rate Form This screen allows you to select the match ratio of each funding partner for the account The system allows up to 10 Funding partners per account If no funding partners appear in the list then there are either no funding partners entered for this Site or no f
136. t MIS IDA files into a multi sheet Microsoft Excel spreadsheet one sheet for each table of data It is recommended that you export and save files after each MIS IDA use Action 1 Click on the Administration Menu from the Main Menu 2 Click Transfer External Data 3 Click Transfer External Data to from version 5 4 Click Export Data All 5 The name and location of the created file is c MIS IDA v5 xls date_xfer xls For network installations the file will be created on the computer from which the function was executed NOTE the file name is hard coded and any previously existing file with the same name will be overwritten 6 Save this file to a CD ROM diskette or another secure location J DATABASE REPAIR AND COMPACT This function is used periodically to reduce the size of the database files During use MIS IDA creates temporary tables necessary for some database activities This utility eliminates tables that are no longer being used and consolidates the table structure For Access 97 users both the system file and the data file need to be periodically repaired and compacted For newer Access users MIS IDA will automatically compact the system file when MIS IDA is closed Action 1 Click the START button on the Windows desktop 2 Click Programs then MIS IDA v5 3 Click on Compact MIS IDA v5 data file 4 The system will prompt for User Id and Password 5 After the system completes the compact ret
137. tc Government assistance TANF Food Stamps SSI Social Security Unemployment Benefits Veteran s Benefits BA Pensions or retirement income Child support alimony payments Friends or family Investment income Other Please specify Assets and liabilities Do you own a vehicle Yes No Unknown If yes value of vehicle Loan amount on vehicle Do you own a home Yes No Unknown If yes market value of home Mortgage amount on home Do you own a business Yes No Unknown If yes value of business Loan amount for business Do you own residential rental property or land Yes No Unknown If yes value of property Loan amount for property Do you own stocks bonds 401k or other investments Yes No Unknown If yes value of investments Do you have a checking account Yes No Unknown MIS IDA User Manual 119 If yes amount in account Do you have a savings account other than IDA Yes No Unknown If yes amount in account Do you owe money to friends family Yes No Unknown If yes record amount Do you have past due household bills Yes No Unknown If yes record amount Do you have credit card bills Yes No Unknown If yes record amount Do you have student loans Yes No Unknown If yes record amount Do you have medical bills Yes No Unknown If yes record amount Do you have health insurance Yes No Unknown Do you have life insurance
138. te reel Rosa ecaccadetehen tonnes 73 F 2 Retrieve a Matched Withdrawal os 2 cssccchs se fucha esas a eaves ees etaeseaieee a eee ebahecens 74 F 3 Modify a Matched Withdrawal oy c5ac3 1 ccaesdseaednaesgaaadadanasdeandocoasatevasdesiasscedaseceess T11 F 4 Delete a Matched Withdrawal esesseseeeesesseseeseesssssresseseresresseseresressessresresseese 77 CHAPTER 6 IREPORTS weociasesists esesusecsusadoaveseadsecudusibactdeausies sudedesvarsduvesussensudddudgsecedsess 78 Pi Cum latiye REDON S eenei an a a a uaa cpdane deus EaR 82 B Participant Information Reports cccsessccdeessecisscesathavesaecesdecaesdshasaaeasednccessaceevangecessedens 83 C Particip nt Periodic Reports eeo nia e e cad eee ce ei 85 D Program Information Reports 22445 ss de he Geese eee ued 86 E Program Periodic REPOItS isvsdcasesassancecadscetaconccaveusvbaataauauan sich codaaasegacs sadendaseneenea opedecesne 87 F Exceptions poene E a Gems say orn Oona pa EEE OE O E AES nt 88 G S pplemental RE DOLLS ancse ren tga cuales E E E R recused 89 H MIS IDA QC verna ee aaa AAAA ATE AE E A TE EE 90 AFRA o aiet i i a a ea eiaeia aa Aiari aiie 90 J Generate Form Letters aare nean Suita EE E saad ee eo aw oath ge 90 CHAPTER 7 AUDIVITNIS TRATION ssiecsscccsisesskacsosenteseycn et sesuces casbncnstadsasstacsoncuetsesneeokes 92 A Transfer External Datacscsic2 itachi clndei attend eee ee eee 92 A l Import EDI Bank Statemients 2 2 22 4 40 eae ee se 92 Pao ERport Datamon
139. the Individual Account Statement MIS IDA User Manual 14 CHAPTER 3 MAIN MENU MIS IDA provides a central system of menus to assist the user in navigating through each of the functional areas The Main Menu is the first menu displayed to the user and is shown on the next page Each function is summarized below The following chapters describe each function in detail Please note that MIS IDA data entry screens replicate the paper forms used to collect the information Paper forms may be completed first then entered into the database For organizations that do not have access to a computer but rely upon a central site for data entry the paper forms should be completed and submitted to an organization s central processing site for entry into the database A PROGRAM INFORMATION This function allows the user to enter or modify program and funding partner information Program information includes program description and design program administration activity funding partners and match fund account information B PARTICIPANT INFORMATION This function allows the user to enter or modify participant information Participant information includes background demographics income assets and liabilities account information and program exit details C REPORTS This function allows the user to print mailing labels and a variety of reports Reports include detail and aggregate information collected from each of the forms and calculated accou
140. ticipant Id Participant first name Participant last name Account Number For period beginning For period ending Beginning balance for this period Amount of periodic deposits Number of periodic deposits Amount of periodic withdrawals Number of periodic withdrawals Amount of service charges Amount of periodic interest earnings Closing Balance MIS IDA User Manual 126 PARTICIPANT MATCHED WITHDRAWAL FORM This form should be completed whenever a participant requests approval for a withdrawal Program Id Site Id ___ Participant Id Participant first name Participant last name Account Number Intended use of withdrawal Vendor name Address Phone O Withdrawal date Participant amount Total Partner Contribution Funding Partner Name Disbursement Amount Check Amount Check Number Loan Mortgage Company Loan Amount Total Value of the Asset Purchased MIS IDA User Manual 127 Appendix B Electronic Data Transfer EDI File Format MIS IDA User Manual 128 Center for Social Development Washington University in St Louis FILE FORMAT FOR ELECTRONIC DATA TRANSFER WITH MIS IDA This is the standard text file format to be used when transferring Individual Development Account IDA financial information from a financial institution to our management information system MIS for IDAs MIS IDA The
141. ticipants grouped by the month and year of their Saving End Date The Saving End Date is defined as the end of the participant s match accumulation period This date does not necessarily reflect the date by which the participant must use the match funds See Chapter 5 Section C Account Information Related Forms Account Information Form Youth Participant Information This report provides demographic income and youth information on a specific participant The user may select a subset of participants filtered by program id site id zip code participant id participant last name referring source site specific category or by the participant s program status active or inactive Related Forms New Participant and Participant Background Form MIS IDA User Manual 86 C PARTICIPANT PERIODIC REPORTS Purpose This function allows the user to view and print reports using periodic participant information MIS IDA enables the user to select a subset of information using various criteria depending on the report The reports are described below Individual Account Statement This report is an account statement that each participant should receive which reflects financial activity for a given period usually one month The user must enter a Beginning Date and Ending Date to retrieve information based on the requested period The match rate and corresponding match amount are aggregate numbers based on multiple match fund accounts If there is
142. tion Form displays the current Program Id and Site Id 3 Use the VCR navigation button arrow at the bottom of the form to put the form in ADD mode Do this by clicking on the 2 button 4 Unless otherwise directed by a central IDA program administrator enter the same Program Id provided with the software license and increment the Site Id by one For example if the original Program Id was 100 Site Id 1 the new site is Program Id 100 Site Id 2 Select annual or lifetime savings calculation period In most cases select lifetime 6 Once created the system will create records related to the Program Id and Site Id specified in this form see below for more information 7 Continue to the Program Background form to enter information about the site A MIS IDA User Manual 102 D 2 Select Site Action 1 2s Click on Select Program Site from the Administration Menu The system will display the MIS IDA Installation Form which was used to install the current system The MIS IDA Installation Form displays the current Program and Site Id Use the VCR navigation arrows 4_ Jat the bottom of the form to select an existing Program Id and Site Id Click OK and close the form The system will now manage records in the newly specified Program Id and Site Id D 3 Modify Annual or Lifetime Savings Calculation Period Action 1 2 3 Click on Se
143. ty Information eeeseseeseeeeeesesreesersresressersresresseese 26 B 2 Retrieve Periodic Program Activity Information eeeseseseeseerreeeesererrsrrsressee 26 B 3 Modify Periodic Program Activity Information eeseeseseeeeseeesereesrrerrsrrerrresee 28 B 4 Delete Periodic Program Activity Information sseseseeeeeseeerereesereresrrerrresee 28 C Funding Partners seein a veevacdeesdvacsannnvadas A TAE Eea erii aa 28 C1 Adda Bundling Parner isie iae eisie e e e E Ea s a oe 29 C27 Create a Match POOL nenoriet EE ee eg E Oe eed 29 C 3 Retrieve Funding Partner Information sssessseesssseesseesseesseesseresseeesseessresseessees 32 C 4 Modify Funding Partner Information seseeeseeeesseesseessesssseesseessseeesseessersseessees 32 C 4 1 Add an Intended Use to Funding Partner s List of Asset Uses 33 iv C 4 2 Remove an Intended Use from Funding Partner s List of Asset Uses 33 C 4 3 Update Funding Partner Contributions 00 eee eeecceeeeeceeseeceenteeeenneeeenes 33 C 5 Closing a Funding Partner s sseeeseeesseesseesseeeseeesstessersseeeseeesseeesseesseesseeesseesssees 34 n Penodi e FUA A CUI VAY a e A E AA A E 34 D 1 Add a Periodic Fund Activity Statement c cccccssscssssscecnsccssneeceensecesneesees 35 D 2 Retrieve a Periodic Fund Activity Statement c ce eeeeeeeecceesseceeseeeeeneeeeeneeees 35 D 3 Modify a Periodic Fund Activity Statement seeeseeeeeeee
144. u 3 The system will display a form If there are values already entered they will be listed along with one empty field at the bottom 4 The administrator should enter values one to a field in the empty field at the bottom of the table 5 To do this click the Edit button and type the value in the blank field 6 When finished click Save 7 These values will then be available in the dropdown list box for the Intended Use field on forms and may be used to filter reports 8 Click Close to exit the form The administrator may add values to the list at any time However any deletions of a value that has previously been used for a participant may cause an error when that participant s information is displayed on the screen We do not recommend deleting any of these values unless you are certain no participants are using this value C 5 Edit Available Immigrant and Refugee Ethnicities Countries of Origin Purpose This function allows the administrator to set up a table of values from which a user may select a Refugee or Immigrant ethnicity for each participant MIS IDA User Manual 101 Action 1 Select Edit Lookup Data on the Administration Menu 2 Select Edit Available Ethnicities Countries of Origin on the Edit Lookup Data Menu 3 The system will display a form If there are values already entered they will be listed along with one empty field at the bottom The administrator should enter values one to a
145. uble click the row to open the account statement Click this button to add a new account statement PARTICIPANT AND ACCOUNT INFORMATION Account Information Account Statements Form Click here to view or modify account information PERSON Participant ID 111 11 1111 Account ID 11111111 on Address Background Youth Assets and Liabilities Economic Education Notes Account Info Participant Exit Actount ID 11111111 Account Open 1 1 2005 Account Information Funds Account Statements Matched Withdrawals Double click a row to open the account statement form Begin Date EndDate Begin Balance Deposits Withdrawals _ Fees Close Balance 1 1 2005 1 31 2005 0 00 100 00 0 00 0 00 i Si Click this button to add a new Account Statement for this Account Refresh Data Find Add Edit Undo Save Record 14 4 1 gt PI gt of 1 Fitered Use this button to refresh account statement data after entering new information MIS IDA User Manual 59 Participant and account Information All matched withdrawals for this account Double click the row to open the matched withdrawal Click this button to add a new matched withdrawal PARTICIPANT AND ACCOUNT INFORMATION Account Information Matched Withdrawal Form Click here to view or modify account information gt ee ar 3 Participant information Sex NEW PERSO
146. unding partners allowed for the Intended Use selected for the account a frm dd ccount_Fund Form Add New Account Funder Information PartID pariani ProgID SSF First Name Person SiteID E Last Name Pew o Enroll Date faos Use Home Purchase Account ID niin Account Open Date fii7200s tS 1 Select Funding Partner aw Match Rate al 21 2 Select Funding Partner E j Match Rate o 1 3 Select Funding Partner E Match Rate 0 21 4 Select Funding Partner fal Match Rate ane 5 Select Funding Partner MatchRae o 6 Select Funding Partner Eo o p Match Rate o 5 7 Select Funding Partner o Match Rate g E 8 Select Funding Partner Lal Match Rate k 9 Select Funding Partner E Hi Match Rate o B Select Funding Partner e A Match Rate g lt Back cose MIS IDA User Manual 48 Page 3 Tip Only Funding partners that allow this Intended Use will be available in the drop down boxes below PARTICIPANT AND ACCOUNT INFORMATION Account Statement Form After the user clicks on the SAVE button the system will display a screen with the question Would you like to enter an account Statement for this Participant and present the options Yes or No If you select Yes the Account Statement Form is displayed to allow you to enter additional information If you select No no information is entered and you are returned to the main menu Select Participant New Person v AccountID 11111111 v Report Date 4 26 2006 Test Orga
147. urn to step 3 and click Compact MIS IDA v5 6 The system will again prompt for User Id and Password 7 The system will then compact the data file For network installations the field administrator will need to change the path name where the data file ida_data mdb is located for the Compact MIS IDA v5 data See Installation Instructions separately provided with the software MIS IDA User Manual 10 CHAPTER 2 ACCOUNT STRUCTURE A BEST PRACTICE GUIDELINES The following guidelines were derived from extensive discussion with IDA field practitioners financial partners and other experts in IDA program design e Assign accounts to individuals Allow accounts to be created in the name of the participant rather than the community organization This structure allows participants to maintain control of their own funds e Separate match funds from participant savings Keeping match funds in an account separate from the participant s account allows the community organization to manage its own pool of resources and allows the participants to manage their own pool of savings e Establish a savings goal for each participant Creating a savings goal helps participants to establish a target savings and develop a pattern of saving necessary to reach the target The goal should be consistent across all match funds sources for a given participant A goal also assists the community organization in budgeting its resources However MIS IDA allows
148. will also be referenced in the Participant Account Information Funding Relationship Form Refer to Chapter 5 Section C 1 Add a Participant Account The funding partners that provide match funds will be listed as possible funding sources for participant accounts However a funding partner will not be listed as a funding source for a participant s account if the intended use of the funding partner does not agree with the account s intended use Related Forms The paper form used for this function is the Funding Partners form A copy of this form is provided in Appendix A Related Reports Funding Partner Information Residual Escrowed Match Funds MIS IDA User Manual 28 C 1 Add a Funding Partner Action After the user clicks on the menu button Add Edit Funding Partner the system will display a screen with two TAB buttons shown at the top The first screen displayed is Funding Partner Information If a program has multiple sources of match funds that will be pooled and managed as one account rather than managed individually go to the next section C 2 Create a Match Pool Otherwise continue Click ADD button to enter information Complete the first screen Click on the second TAB button Contributions Click ADD button to enter the second page of information To save the information and exit click on the CLOSE button debate aes The form is shown on the next two pages reflecting the two TAB buttons assoc
149. ws the participant s current intended use for an account as well as a history of any changes made including the date that the change was effected Related Forms Account Information Form History of Match Rates The report shows the current match rate for each funding partner associated with a participant s account as well as a history of any changes made including the date that the change was effected Related Forms Account Information Form Participant Exit Report The report groups by exit reason the name id exit date and count for participants who have exited the program versus closed an account Related Forms Participant Exit Form Participant Account Information Post Accumulation This report provides post accumulation information for each participant Post accumulation is defined as the time after the Saving End Date has been reached The report includes account open date match rate savings period saving end date original savings goal and new savings goal based on snapshot of Matchable Closing Balance at time of Saving End Date The user may select a subset of participants filtered by program id site id zip code participant id participant last name funding partner financial institution the participant s program status active or inactive account status or by those receiving quarterly statements Related Forms Account Information Form Saving End Date This report provides a list of the par
150. y own free will and I can drop out of the demonstration at any time Signature of Participant Date Name of Participant If participant is under the age of 18 please include Name of parent or legal guardian Date Signature of parent or legal guardian MIS IDA User Manual 131

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