UPK Admin User Manual
Contents
1. District Select Contract Borough Select Vendor Id Vendor Name Submitted Date From Submitted Date To Budget Status Assign To hi Search Figure 4 Advanced Search screen The user can narrow down their search by inputting fields and by choosing an option from drop down fields The Budget Status drop down lists all the workflow status for the budget as reflected in UPK budget process system See Fig 4 For instance Sent for DOE approval means budget is waiting to be reviewed by OECE Contract Analyst in UPK budgeting process system Page 6 of 28 2 3 Reviewing a budget Click on Waiting for Review and Rejected by you tab results in the screen as shown in Fig 5 Budget Plan Info BudgetId Fiscal Year District Contract Budget Type Submitted Date Action Additional Info Budget Status 2010 1 9975798 Full Day 0 Rejected by DCP 1 1 of 1 Records Total Children Q Total Classes 0 Total Wages 0 00 Total OTPS 18 752 00 Total Contract ward 168 752 00 CostPerChild 0 00 Figure 5 Review budget screen A budget can be reviewed by clicking on the Budget ID circled in red or by viewing the budget s summary Click on icon under the Action column to review budget summary The sample budget summary is displayed in Appendix A There is a mouse over line item feature in which if a user moves cursor over the icon under Additional Info column of every budget2. and buttons to navigate through the area 3 2 DOHMH Certificate details The user must enter DOHMH Certificate details in the DOHMH Certificate or Article 43 DCID field and DOHMH Certificate Expiration Date or Article 43 Filing Date field 3 3 Insurance details The user can provide details in Insurance details in Insurance Policy Insurance Expiry Date and Insurance Issue Date fields See Fig 29 Bi Save Insurance Insurance Workman Workman nea Workman Comp Comp Issue Comp Expiry D Issue Date Expiry Date agg IA Date Date 4564564 01 01 2011 01 01 2011 46565 01 01 2011 01 01 2011 RBF Figure 27 Site information detail screen 3 4 Workman Comp details The users should provide details for Workman Group Workman Comp Issue Date and Workman Comp Expiry Date fields Page18 of 28 3 5 Official Class site mapping Click on number of classes under of classes column results in a screen below District 4 Site Name test Classroom Name Classroom ATS No Of ATS Children Options 12 7 Gk 12 101 1 E Figure 28 Class site mapping screen Click on F button to enter classroom number under Classroom ATS column Next click on button save the details The value under No Of ATS Children column is auto populated depending upon the total count of students in classroom number entered in Classroom ATS column Click on button to delete the details 3 6 DOE Unique Site ID and Capacit
3. Other document f C Records Yes No any Ethnic Code AMERICAN INDIAN OR AIR come ei ae BRAHUI Official Class Code 100 Proof of Address M Parent Affidavit Of Residancy M Lease Agreement s Utility Bills M Letter From Govt Agency Confirming Address M Letter From Landlord Figure 44 Student Information section Parent Guardian Information Relationship Code Last Name test First Name test Middle Name test Aran I 65 Court Street Apt Number 25 City Brooklyn State NY Zip Code 12122 132 121 3123 FOSTER PARENT Home Phone Work Phone Preferred Lanuage Written AFRIKAANS Emergency Contact Name Rey Spoken AFROASIATIC Emergency Contact 212 122 1211 Figure 45 Parent Guardian Information section Page27 of 28 Other Pertinent Information Health Alert B va By IEP vos Bro Health ic v Private C Medicaid C Children Health Plus C None Housing G Doubled up v Awaiting Foster Care Placement C Fermanent Housing c Shelter C Hotel Motel G Other Temporary Situation Prepared By r CEG C Designee Figure 46 Other Pertinent Information section Page28 of 28
4. e detailSc cscecccessccccecssecccescsectcersscetcescnecicesspescc csvesse csrescs vtrescesctcessts seecstnse 18 Didar MMSUEANCE CLANS a EE Ae ERE E FER EER FERRER RR EEE FERRE ERRER ERE Ere EE RE ERE ERR ARE ERR EErEE ERE ita 18 3 4 WorkmanComp idetalls si lalla 18 3 5 Official Class site Mapping 19 3 6 DOE Unique Site ID and Capacity occccccccooccoocccooccooooc0oeoo00oocuoeoc0oocu0eoeu0eeeuoeocuoeeeeoeuueceues 19 4 Enrollment Module again 20 dl Candine Pao ni 20 4 2 Accessing Student Enrollment oecccccccccccccccooccccocccccoccccooocccooecccooeccceoeccoeeccoecccoveseees 21 4 3 Reviewing Student Enrollment ccccssscccssssscccssssssccssssscccsssssccssssssccsssssccsssssccssssssscssessss 21 dd OECE MIS inn 22 5 Provider Management Modulle cccsscccssscccssscccssscccssscccssssccsssscccssscccssccccssscccsssccsssccsessscsess 23 Page 2 of 28 A RA SRI IN OT 23 5 2 Class site Official class code mappmo i iii 24 5 2 1 Class Site Mapping ccccccccccccccccccccccccceccccocccccsecoccsccocceocccecccccecosesecoscsococseooccsesoscsesoncnesss 24 5 2 2 Official class code Mapping ceccccccccoocccocccoocccooccoocccooccooeccooecooeocueccuoeecuoeeuoeocuoeceeocoeeceues 25 6 Student Attendance Modules iii 26 6 1 Accessing Students Attendance scccccssscccssssscccsssssccssssssccsssssscccssssccssssssccscsssscsssssscosseeses 26 Gite Unlockine Atl C
5. the budget details can be viewed The Budget Status column will be updates as per the action taken by the users on their respective budgetids in the Budget workflow The workflow flow states are shown at the bottom of Fig3 Click on budgetid results in Budget Detail screen as shown below Vendor Information Add View Comments A Goto Main Budget Page District 2 Borough Manhattan Fiscal Year 2010 Program Type Full Day BOE Vendor 371468245 Contract f Select Vendor Details Provider s Name VENDOR Contact Name UPK VENDOR Mailing Address 65 Court Street City BROOKLYN State NY Zip Code 11201 Email ID mdani schools nyc gov Contact 123 213 2131 Fax Owner Details Name test Address 65 CE City Brooklyn State NY Zip Code 11201 2121 Email ID mdani schools nyv gov Contact 423 482 1384 Fax 438 482 4832 Meals Cost 12 00 of Children 12 of days 12 Snacks Cost 121 00 of Children 212 of days 22 Number of Sites Operated 1 Figure 6 Budget Details screen The Contract can stay blank if the budget contract is of a new or renewal type Page 7 of 28 The users can Approve or Reject a Budget by clicking on Approve or Reject button located at the bottom of Budget Details Egk Approve Reject Figure 7 Approve Reject buttons at the bottom of the Budget 2 3 1 Add View Comments for Budget A user can add comments in Budget for only those budgets wh
6. Admit Date Status 371468245 Taylor Jim Female 03 29 2010 Manhattan i 03 29 2010 Submitted By Vendor 1 1 of 1 Records Figure 33 Student Information screen Click on the ID circled in red results in a student enrollment form as shown in Fig 36 A complete student Enrollment form is shown in Appendix 7 1 Page21 of 28 Electronic cover sheet for student Enrollment Ls ATS Registration form School Year Site Information District 1 Borough Manhattan Site Name Lea rning place Site Phone 121 212 2122 Student Information Admit Date 03 29 2010 UPK Session am D p m P Full Day Last Name Jim First Name Taylor Middle Name Jim Date of Birth 03 29 2010 Ha Gender Male r Female Place of Birth City Brooklyn State NEW YORK Country Proof of Birth cn Certificate Gas gt 4100 TI A9700123 _ _ Immunization 4 amp Other document f C 7 Records Yes No any Ethnic Code AMERICAN INDIAN OR AIR r Language BRAHUI z lt N Official Class Code Proof of Address z Darant ffidavit F A asida rnr z lasca nmrsaerment z Litility Bille z Latar Fram Gout Ananru Coanfirmino ddrez s m Lattar Fram landlard Add View comments Print Es Approve iv Submit H Close Figure 34 Student Enrollment form for OECE user 4 4 OECE user OECE Contract analyst and OECE Operations Manager can perform possible actions as listed below A
7. Biases ite ite o Serer o Cel SiteNumber District Name Address Classes a Children Type of Provider Article 43 1 4 test 65Ct 1 2 Nursery School NS 353453 Figure 24 Site Management for Budget screen Note If the under the Actions column see Fig 31 is not clicked the details for that row are not saved The contact details are auto populated based on contacts entered by the vendor if a user selects a name from each of the prompted values in Executive Director s Name field Educational Director s Name field Enrollment Contact s Name field Click on Save to save the vendor information details 3 1 Reference document updates To update reference document click on Select RFV or 2 icon The resulting screen is shown in Fig 27 Tax 237129674 Budget ID 604 EJ Document Caleg WR7063317 ae Select FW9057200 Figure 25 Reference Document select screen Page17 of 28 Reference Click on Select to select the reference document from FAMIS The resulting screen is shown in Fig 28 DOHMH Certificate Document ot ARI Type of Provider DOHMH Certificate or Expiration GP Article 43 DCID Date or Insurance Policy Article 43 Filing Date F V9056154 2 Nursery School MS 35 3453 03 30 2010 12312313 Figure 26 Site information detail screen The user can choose the type of provider from Type of Provider drop down field menu Use the horizontal scrollbar using
8. Dec Jan Feb Mar Apr May Jun 1 Holiday 10 11 Holiday 12 13 Finalize E Save X Cancel Figure 21 Budget Year Calendar screen This feature is available to UPK Central users only The users can specify holidays date except Saturday and Sunday on Budget year Calendar of only those fiscal years for which a budget has been created by vendor Vendors will be not able to edit School Calendar unless the UPK Central user has finalized the budget year calendar for that fiscal year Click on Save to save the Budget Year Calendar Click on Finalize to finalize the Budget Year Calendar Page15 of 28 3 Site Management Click on the Miscellaneous tab on budget landing page results in screen as shown in Fig 24 Select Site Management from the drop down menu of Select an Activity field Select an Activity Site Management Site Management Vendor hecer i OOO Name ABC P Vendor 371468245 ABC PRESCHOOL amp KINDERGARTEN Sh Search Figure 22 Site Management screen The user can access site management module by entering vendor name in Vendor Name field or vendor number in Vendor field See Fig 24 The Vendor Name field starts prompting names based on matches only after the user enters at least four characters The Vendor field is auto populated if a user selects a vendor name from the prompted values in Vendor Name field Click on Search to retrieve search details The Site Man
9. E 4 4 4 4 ee eee Figure 2 Workflow for budget review process Workflow States 10 Saved budget 60 Approved by OECE Borough Contract Manager 20 Sent for DOE approval 70 Approved by DCP UPK Office 30 Rejected by OECE Contract Analyst 80 Rejected by DCP 40 Rejected by OECE Borough Contract Manager 90 Approved by DCP Registration 50 Approved by OECE Contract Analyst Page 5of 28 2 1 Landing page Once the user logs in the Budget page is the landing page The user can also click on Budget in the navigation pane above to reach back to the list Purchasing Payments Approval Inquiry Miscellaneous Student Attendance Invoice Enrollment Budget Miscellaneous Waiting For Review Rejected by you Advance Search Figure 3 Budget landing screen The budget landing page has main four tabs namely Invoices Enrollments Budgets and Miscellaneous There are three sub tabs within Budget Waiting for Review The tab displays all the budgets assigned for the user Rejected by you The tab displays all the budgets rejected by the user Advance Search The tab displays search screen for searching budgets 2 2 Accessing a budget A user can access a budget either via the default grids provided or by searching for the same Click on Advanced Search tab results in screen below Advance Search Advance Search Budget Id BudgetType E Select Fiscal Year 2 Select
10. Fig 39 5 1 Setting up ACS vendor The user can set up a vendor as ACS for specific fiscal year by clicking Yes for Is ACS field and Active field Select the values and click Submit Note A vendor with budget cannot be marked as ACS Page23 of 28 Provider Management Fiscal Year 2010 2011 Vendor Name Tax 115010772 Search Vendor Id 113010772 Vendor Name Vendor Is ACS Allowed Invoice Certification Ono ves Allowed Attendance Certification O No Yes Active i O No Yes subi Figure 36 Provider Management details screen If ACS is marked as Yes then upon clicking submit button the screen will be prompted as in Fig 40 5 2 Class site Official class code mapping Using the Provider Management module OECE Managers can update the following for a provider e District DOE Unique Site ID and Capacity for the FY e Official Class Site mapping for the FY 5 2 1 Class Site Mapping The user should provide District code in District field DOE Unique Site ID in DOE Unique Site ID field and Capacity in Capacity field and click Add button See Fig 40 It will result in screen shown in Fig 41 Offical Class Code District DOE Unique Site Id Capacity ada Figure 37 class site information screen Doe Unique Site Id Capacity Action MEBR 100 Ei ER 2 Figure 38 Class site information Edit screen Page24 of 28 a You can edit this information by clicking button or remove class site mapping b
11. OECE Contract Analyst Number of students dmk 04 28 2010 test test Figure 9 Add View comments screen for budgets 2 3 3 Add View Comments for Costs A user can add comments for all types of Costs in site details for only those budgets which are currently assigned to them By clicking on Add View Comments link the user can add comments in the Comments text box Clicking Save each time after entering a comment results in additional comments The resulting screen is displayed below Facility Costs Administrative Costs Instructional Costs Security Costs Details for Appendix C3 Fa cility Costs Total Facility Sq Ft 12 Cost Per Sq Ft 10 08 Facility Costs Electric Gas Fuel Telephone Internet Cost of Licence Permits for UPK Program Figure 10 Add View comments for Costs screen Cost Weter Options Program 12 121 00C F 312 00 e 12 00 Ca 53 88 a 77 00 Clicking on icon can be used to add and view the previously added comments existing which were comments added by others Click on 8 icon to add a new comment Page 9 of 28 i Comments for Cost Comments j 1 Save DMK 04 28 2010 Rejected by OECE Borough Contract Manager SDMK 04 28 2010 Approved by OECE Contract Analyst Figure 11 Comments for Cost screen 2 3 4 Calendar section Click on Open Calendar link to enter calendar on budget Clicking on Open Calendar link results in below screen
12. Site Information E Open Calendar JIOUT T Site Doing Buisiness As Gite Address Program Status District 1 test 65 Ot FDC Figure 12 Budget form Open Calendar on budget screen Vendor submitted Calendar is non editable to any of the Admin users Page10 of 28 School Calendar da UPK Programs must operate a minimum of 9 days during the school year Providers will not be reimbursed for services provided on Saturday and Sunday and on the following legal holidays Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Christmas Day New Year s Day Dr Martin Luther King Jr Day Presidents Day and Memorial Day Those days are indicated by the gray boxes below Use I to indicate instructional day P to indicate a professional development day and IAP for both The totals for the days will be automatically calculated 2010 2011 Jul Aug Sep Oct Now Dec Jan Feb Mar Apr May Jun 1 I I I I P 2 I I I P Ca KI gz gz II 10 11 12 ae Total Professional Development Days 4 X Cancel Total Instructional Days 10 Figure 13 Calendar screen The bottom section of School Calendar shows the total for each type of day indicated by a provider The user can close out of the screen by e Clicking on Cancel e Clicking on the red X on the right top 2 3 5 Total Contract Cost The fields under Total Contract Cost section are auto calculated from the informa
13. NYC DOE UPK Admin User Manual User Manual for UPK Admin application users v0 4 10 20 2010 Table of Contents Re iUntroduchonis ssd narra 4 2 Access VER Admin gl 4 Bede Landing WAGES PORRI RO RR FR FRE ERRE RI 6 22 ACCESSO a budella lla 6 2 3 Reviewing a budoeta lla 7 2 3 1 Add View Comments for Budget scccccsssccssscccssssccssscccssssccssssccssssccsssscccssscccsscccsssscseness 8 2 3 2 Add View Comments for Allocation Methodology ssscccssssccssssccssssccssssccssscccssscseeces 8 2 3 3 Add View Comments for Costs szi ani nana avan anal a 9 254 Calendar SOCOM io 50555 1 5015 ENEEIER INERENTE ESEE 10 ZN lotal Contra tosta a 11 2 4 UPK OECE Dieci 12 2 5 UPK OECE Operations Manager user ssccccsssossssscsssssccssscccssssccsssccssscccsssccssssccessscoess 12 2 6 DCP UPK OME US eb vai 13 2 7 DCP UPK Registration user scccsscccssssossssscsssssovesssosesssovesssocssssocesscocesscocesscoosessooeessoossssoess 13 25 WUGSeURe assie Mie MU oss2e cede ceedcecseuscevecersdesicacscucseuscossustesetscessustesetsceseseteceteueteseteveusvenescudecececees 14 2 9 Calendar Management Modull scccccsssocssssccssssccssscccssssccssssccssssccsssccccssccccssscccsssccessccsens 15 di Site ManaceMent osica as rone eanan r ine eae 16 3 1 Reference document updates ccoocccoooc000000000000000000000000000000000000000000000000000000000000000000000000 17 Si DOHMHC rtilicat
14. agement is available only when a budget is approved by DCP The resulting screen is as shown in Fig 25 Budget Legal Name District Contract Contract Term Contract Amount ABC PRESCHOOL amp KINDERGARTEN 2 9870688 07 01 2007 06 30 2012 591 918 12 af 1 Records Figure 23 Site Management Search results screen The user must click on the budget id results in the screen as shown in Fig 25 Using the Site Management module OECE Operations Analysts and OECE Operations Managers can update the following for a provider e Contacts for various functions based on their necessities based on vendor s entries See Fig 26 e Insurance details e Official Class Site mapping for the year e Reference document applicable for billing for specific sites e DOE Unique Site ID and e Capacity Page16 of 28 This module can be updated by Operations Analysts or Operations Managers Site Management for Budget ID 1 Yendor Information tat Goto Site Management Main Page Borough Manhattan Contract 9870688 Contracted District 2 Contract Term 07 01 2007 06 30 2012 Vendor Number 371468245 RFP Number ROO5S1 Provider s Name Vendor Mailing Address 65 Court Street City Brooklyn State MY Zip 11201 Email ID mdani schools nyc gov Executive Director s Name Select Educational Director s Select E Name Enrollment Contact s Name Select E Save Sit Sit of Cabllebio DOHMH C 2
15. al this user is required to mark the type of reference contract from Contract Type field as shown in Fig 15 The budgets which are approved by this user are sent for the approval of OECE Operations Manager user The rejected budgets are sent back to the respective vendor for review and re submission OCEC Contract Analyst DECE BCM use Only Contract Type DCP UPK Office use on Renewed Continuance Figure 16 Contract Type screen If a contract type is not chosen the user will get a message to populate the field 2 5 UPK OECE Operations Manager user This user will see a set of budgets which are approved by OECE Contract Analyst user and those which are rejected by DCP Registration user and DCP UPK Office user This user can review the budget add view comments and approve or reject the budget explained in section 2 3 When this user approves the budget the system checks whether the type of reference contract new renewal continuance is marked or not See Fig 15 If not marked the user will not be able to approve the budget to the next level Page12 of 28 The budgets which are approved by this user are sent for the approval of DCP UPK Office user The rejected budgets are sent back to the respective OECE Contract Analyst user for review 2 6 DCP UPK Office user This user will see a set of budgets which are approved by OECE Operations Manager user This user is able to review approve or reject the budget expla
16. anager then default search results will provide all budgets of that Operations Manager s Borough and in states Sent for DOE Approval and Rejected by OECE Operations Manager e If the searching user s role is Central User then default search results will provide all budgets across boroughs in states Sent for DOE Approval Rejected by OECE Operations Manager Approved by OECE Contract Analyst and Rejected by DCP Page14 of 28 The values shown under Assigned To drop down field menu will depend upon the user and state of budget For instance if Operations Manager is re assigning the users from that borough only will be available in the drop down If Central user is re assigning the OECE Analysts will be shown for Sent for DOE Approval and Rejected by OECE Borough Contract Manager and Operations Managers will be shown for states Approved by OECE Contract Analyst and Rejected by DCP 2 9 Calendar Management Module Click on the Miscellaneous tab on the landing page in UPK Admin Select Calendar Management from the drop down menu of Select an Activity field Following screen shows up Budget Year Calendar Fiscal Year 2009 x Please specify holidays date for the following legal holidays except Sautrday and Sunday Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Christmas Day New Year s Day Dr Martin Luther King Jr Day Presidents Day and Memorial Day 2008 2009 Jul Aug Sep Oct Now
17. ccess enrollments in Pending review section or search for other enrollments Make comments on enrollments in pending review section and belonging to the user s borough Mark an enrollment as Approved or Rejected The users are required to provide information in Official Class Code field prior to approving any student enrollment see Fig 36 if the field is empty Also OSIS is mandatory for the user approving the Enrollment Click on Print to print the electronic Registration form Page22 of 28 5 Provider Management Module Click on the Miscellaneous tab and Select Provider Management from the drop down menu of Select an Activity field See Fig 38 This module can be updated by OECE Operations Managers Select an Activity Provider Management Provider Management Fiscal Year salact ty Vendor Name i 5elect 2011 2012 __ Tax 1 2010 2011 2009 2010 Figure 35 Provider Management screen The user can access Provider Management module by entering fiscal year in Fiscal Year field and either vendor name in Vendor Name field or vendor number in Tax field See Fig 38 The Tax field is auto populated if a user selects a vendor name from the prompted values in Vendor Name field Click on Search to retrieve search details Vendor Name field has auto populate which will prompt the user for any database matches once the user keys in at least 4 characters The resulting screen is as shown in
18. he contract exists but is not marked as Active See Fig 21 Page13 of 28 Message from webpage 2 Contract is invalid Do wou really want to approve this budget Figure 19 Contract Invalid error message screen before approval of budget If the user clicks OK then the budget is approved and an email composed with details of the contract The user can direct the email to whoever is relevant By default any user including vendor who touched the budget in the process is listed in the To field for the composed email The budgets rejected by this user are sent back to the respective OECE Operations Manager user for review 2 8 Budget Re assignment The user must click on the Miscellaneous tab on budget landing page and then select Budget Re Assignment from the drop down menu of Select an Activity field Low Invoice Enrollment Budget Miscellaneous Select an Activity Budget Re Assignment Search Budgets For Re Assignment Fiscal Year Select Assigned to Budget ID Budget Type Select B District Select Borough Selet O H Vendor ID Vendor Name C Search Search Results Figure 20 Budget Re assignment screen This feature is available to OECE Operations Managers and UPK Central users only They can search on any budget using various search options If a user searched without providing any search options and e If the searching user is Operations M
19. ich are currently assigned to them By clicking on Add View Comments the user can add comments in the Comments text box Clicking Save each time after entering a comment results in additional comments The resulting screen is displayed below Vendor Information ai Goto Main Budget Page District Comments for Budget Program Type Full C BOE Vendor 3714 Contract S Comments Vendor Details E Save Provider s Name VENC Contact Name UPK DMK 04 28 2010 Comment2 Mailing Address 65 G DMK 04 28 2010 Commenti City BROC Email ID mdar Owner Details Name test Address 65 C City Broo Email ID mdar Meals zi Cost 12 00 Snacks Figure 8 Add View comments screen for budgets 2 3 2 Add View Comments for Allocation Methodology A user can add comments for Allocation Methodology section for only those budgets which are currently assigned to them By clicking on Add View Comments link the user can add comments in the Comments text box Clicking Save each time after entering a comment results in additional comments The resulting screen is displayed below Page 8 of 28 oe Add View Comment A Allocation Methodology Hide Required o tr fe besitting a Budget Comments for Allocation Methodology _ p rams Revenues test Ej d Comments Rd E Save Instructional Staff FTE test DMK 04 28 2010 Rejected by OECE Borough Manager a DMK 04 28 2010 Approved by
20. ined in section 2 3 While doing so certain fields are provided for DCP UPK office DCP office fields are mandatory prior to approval See Fig 19 DCP UPK Office use only RA Number 9100 E RE 04 08 2010 EE UPK Attorney return Date 04 1 3 2010 H Tweed sent date 04 14 2010 Ha Tweed return Date 04 16 2010 al nea dra sia 04 0 1 2010 EI Background check return Date 04 0 6 2010 Ei Figure 17 DCP UPK Office user only screen The budgets which are approved by this user are sent for the approval of DCP UPK Registration user The rejected budgets are sent back to the respective OECE Operations Manager user for review 2 7 DCP UPK Registration user This user will see a set of budgets approved by DCP UPK Office user The budgets sent to this user are of contract reference type New or Renewed only This user is able to review approve or reject the budget explained in section 2 3 Prior to approval of any budget this user should mark the dates in Comptroller Registration Date mandatory and Comptroller Confirmation Date optional See Fig 20 DCP Registration Office use only C troll f 2 Registration Date 04 01 2010 FEE Comptroller Confirmation Date 04 15 2010 is Figure 18 DCP UPK Registration user While trying to approve the user will be prompted to fill in the contract number in the Contract field See Fig 18 if found missing Once approved the system prompts the user if they want to commit only when t
21. n ance aaa 26 y Appendice ca 27 7 1 Electronic Cover Sheet of Student Enrollment ssscccssssssccsssssscccsssssccsssssccscssssccssesees 27 Page 3 of 28 1 Introduction UPK Admin allows DOE users to control the functions of budget reviews enrollment reviews and Site Management for UPK service providers 2 Accessing UPK Admin The UPK Admin application resides in FAMIS portal under Miscellaneous section FAMIS portal can be accessed at https dfoforms nycenet edu FamisPortal Vy A CAV lv fi TC 4 26 2010 2 18 57 PM A l s x lt Mayor s Office DOE DFO Portal Nevs ERAGILE IE 11 What s New Send Feedback Contact Us Version 2 0 Figure 1 FAMIS Logon site A user can procure FAMIS portal access by requesting their supervisors to send an email to the FAMIS mailbox famis schools nyc gov Once the user logs in FAMIS they have to click on the Miscellaneous tab on the left side In the underlying list a link titled UPK Admin must be visible If it is not visible please contact your Supervisor who will in turn contact the Central Office in case they do not have the User Management rights Budget review tasks Every year UPK providers submit budgets for upcoming year These budgets are reviewed by the users in a workflow fashion as indicated in the figure below Future state for UPK budgeting process ERESIA EEA Op Analyst Borough Op Manager Se ee ee Ee e
22. s waiting for approval Approved The tab displays all the approved student enrollments Rejected The tab displays all the rejected student enrollments Advanced Search The tab displays search screen for searching student enrollments In order to reject multiple enrollments bulk rejection select the enrollment IDs and click on Reject button See Fig 33 4 2 Accessing Student Enrollment A user can access an enrollment either via the default grids provided or by searching for the same Click on Advanced Search tab results in screen below Pending your review 1 Approved 1 Rejected 0 Advance Search Advance Search Enrollment id le Enrollment Status E Select Student First Name Student Last Name District Vendor Id Vendor Name Created From Created To EN Search ID Vendor ID First Name Last Name Gender Date Of Birth Borough District Admit Date Status 6 Mehul test Male 03 30 2010 Manhattan 3 03 29 2010 Approved By DECE 1 1 of 1 Records Figure 32 Advanced Search screen The user can narrow down their search by inputting fields and by choosing an option from drop down fields The Enrollment Status drop down lists all the workflow status for the enrollment as reflected in UPK Enrollment process system See Fig 32 The user must click on Search to get results 4 3 Reviewing Student Enrollment Students Information ID Vendor ID First Name Last Name Gender Date Of Birth Borough District
23. tendance Id Fiscal Year Vendor Number Vendor Name sean a Attendance Id Vendor Number Vendor Name Fiscal Year Budget Id ISACS Service Month Status 20 237129674 CHINATOWN DAY CARE CENTER INC 2011 1035 No October Certified Ati 1 1 of 1 Records Figure 41 Attendance Search Screen When the user clicks on Attendance ID Fig 16 the user reaches the detailed attendance 6 1 1 Unlocking Attendance If the Admin user chooses to unlock the attendance then the unlock button is located inside the attendance details as shown in Fig 17 The user can also Z Back to Main Attendance Page Fiscal year 2010 2011 Budget ID 1035 Service Month October S Attendance Id 20 Figure 42 Student Attendance Screen The user can click on Back to Main Attendance Page to return to the search results Page26 of 28 7 Appendices 7 1 Electronic Cover Sheet of Student Enrollment ATS Registration form School Year 2009 2010 T Site Information Borough Manhattan Site Phone 121 212 2122 Figure 43 Site Information section Student Information Admit Date 03 29 2010 HE UPK Session n Bom P full Day Last Name lim First Name Taylor gt gt Middle Name Jim Date of Birth 03 29 2010 FEE Gender male Female Place of Birth Country USA J City Brooklyn State NEWYORK M Proof of Birth Certificate 34100 Pacca ba as700123 Immunization PA
24. tion entered in Appendix C1 and Appendix C2 for each site information Total Contract Cost for 7010 2011 Total OTPS 49 010 00 Total Number of Classes Operated i Staff Wages and Fringe Benefits 0 00 Total Number of Children in Classes 30 Total Annual Contract Amount 9 010 00 Cost per Child 300 33 Figure 14 Total Contract Cost for vendor selected fiscal year 2010 2011 When budgets with RFP number that follow payment policy specifically RFPs R0051 R0217 A0709 B0709 A0608 are amended and there is an under enrollment in the revised budget then the Cost per child field will be hidden and the Total Annual Amount per payment policy field Page11 of 28 will be visible There will be warnings if Total contract cost exceeds Total annual contract amount per payment policy Total Contract Cost for 2010 2011 Total OTPS 10 510 00 Staff Wages and Fringe Benefits 0 01 Total Number of Children in Classes 15 Total Annual Contract Amount 10 510 00 Finale a 10 510 00 payment policy Figure 15 Alert message flagging when Total Contract Cost exceeds the prescribed Total Annual Contract Amount per payment policy 2 4 UPK OECE Analyst user This user will see a set of budgets assigned to them automatically using the mapping table which can be configured by the OECE Operations Manager The user can Add View comments and approve or reject the budget as explained in section 2 3 For a budget approv
25. y The user should provide DOE Unique Site ID in DOE Unique Site ID field and Capacity in Capacity field See Fig 31 cpiry DOE Unique Site ID Capaci Action Figure 29 DOE Unique Site ID and Capacity in Site details screen Click on under the Actions column to save the site details See Fig 31 Page19 of 28 4 Enrollment Module The workflow process for UPK Enrollment is shown below UPK Enrollment process Secretary Parent decides to enroll the student in NYC UPK Fills out the form Collect paper work and submit to UPK in Review and s CBO Werder Approve Reject Portal Figure 30 Workflow for Enrollment review process 4 1 Landing Page The user can also click on Enrollment in the navigation pane above to reach back to the list Pending your review 3 Approved 5 Rejected 4 Advance Search T in Vendor ID Gender pate ot DOE Unique Site ID District Borough A Status Fl 272 132673989 Sam Breese Female 02 01 2006 QBBB 24 Queens 09 08 2010 Submitted By Vendor F 273 132673989 Kim Green Female 04 25 2006 QCAS 24 Queens 09 08 2010 Submitted By Vendor F 274 132673989 skjdkasl jhasjk Female 09 01 2006 QBJH 24 Queens 09 08 2010 Submitted By Vendor 1 3 of 3 Records Figure 31 Enrollment landing screen with ability to bulk reject enrollments Page20 of 28 The enrollment landing page has four tabs Pending Review The tab displays all the student enrollment
26. y clicking l button See Fig 41 5 2 2 Official class code Mapping Clicking H button in Fig 41 will prompt official class code mapping screen as below See Fig 42 The user must enter official class code in Official Class Code field and click Save button Official Class Code save EJ Close Figure 39 Official class code mapping screen The user will be able to see class code as below by clicking button in Fig 41 See Fig 43 Doe Unique Site Id Capacity Action MEBR 100 3 ER lt gt Class Code 100 X Figure 40 Site information Edit screen with official class code The class code can be removed by clicking x next to class code If the user decides to edit the borough in the mapped site the underlying Official Class Codes are prompted for deletion If any attendance is present for the mapping such a deletion is not allowed Page25 of 28 6 Student Attendance Module 6 1 Accessing Students Attendance Click on Student Attendance tab in Fig 3 to access Attendance Search page as shown in Fig 16 The user can choose any of the fields to narrow down the search For instance the user can provide Attendance Id in Attendance Id field and click Search button to review an attendance However the user can click Search without submitting any search criterion Student Attendance Invoice Enrollment Budget Miscellaneous Attendance Search Service Month Select Budget Id At
Download Pdf Manuals
Related Search