Comprehensive Continuous Improvement Plan (CCIP)

Training Module 5Funding Application Workflow, Communication, and Tracking

Agenda

• History Log• Comments• Contacts• Assurances• Submission and Approval Process• Substantial Approval• External Data Import Implications• Changes

CCIP Training Module 5

History Log• Comprehensive list of all status changes that have

occurred in a funding application– Who did it– When

• Correspondence between organizations and DPI on funding application issues

CCIP Training Module 5

Comments• Ideal means of communication between LEA and SEA

– Facilitate explanation and clarification without having to send funding application back to organization for modification and resubmission

– Comments are permanently stored with the funding application that they pertain to

– Offer great historical context and insight into why application may have been filled out in the way it was

CCIP Training Module 5

Comments Requiring Follow-up• By default, comments and status display in

chronological order within the app they occurred in• NCDPI can mark a comment as Attention Needed• Attention Needed comments will:– Appear at top of history log– Appear in current revision, even if they were made in a

previous revision

• NCDPI should uncheck when issue is resolved

CCIP Training Module 5

Emailing Comments

• Comments can be emailed to targeted users

• When box checked, list of positions is rendered on page

CCIP Training Module 5

Selecting Comment Recipients

• Highlight the name of recipient groups and click Add• Adding recipients not in Contact Group lists:

CCIP Training Module 5

• Type email address in Additional Recipients field and click Add

• Repeat for each Additional Recipient

• Click Trash Can icon to delete recipient group

• Click Recipient Summary to see a list of people who will receive email

Contacts Page

• District required to select a Funding Application Contact and Homeless Contact

• Funding App Contact is default recipient of workflow status change notifications

• Federal requirement that all districts specify Homeless contact

CCIP Training Module 5

Assurances Page• Read-only list of Assurances for this funding

application• By submitting application, organization is agreeing to

be bound by the listed Assurances

CCIP Training Module 5

Funding Application Workflow

CCIP Training Module 5

Changing Status

CCIP Training Module 5

• Prerequisite checks– Does user have permission?– Does time frame allow for this status change?– Is application valid? (may not run depending on status)

Status Change Outcomes• Entry added to History Log documenting the change• Next person in submission workflow notified by email

that application now requires their attention• Application may be locked down or unlocked• Grants may receive Substantial Approval• Application may become publicly accessible• Copy of Plan may be archived• Application revision may be created

CCIP Training Module 5

Substantially Approved Dates Page• Read-only page• When the Chief Administrator approves a funding

application, grants in that application with budget greater than zero are marked Substantially Approved

• It is on this date that expenditures against these funds can begin to occur

• Approval prior to July 1? Date will be set to July 1

CCIP Training Module 5

External Data Import Implications

• Organization, Allocation, Budget, and Building Eligibility data is imported from other NCDPI systems

• NCCCIP may automatically perform a status change on an organization’s application– Move to Draft Started when budget data is imported– Move to Revision Started when Allocation, Budget, or

Building Eligibility data changes

CCIP Training Module 5

External Data, Workflow, & Validation• CCIP will import data from external systems while funding

application is in approval process– Imported data may fail CCIP business validations

• Return application not approved -> Resolve issues -> Resubmit

– Changes to Budget or Building Eligibility data require resubmission, even if data passes validation• Budget and Building Eligibility data are LEA entered• Users are being asked to approve an application that has

changed since its submission• Valid budget changes will only require resubmission if the

rolled up amount changed

CCIP Training Module 5

Changes

• CCIP provides a single page listing all of the changes that have been made to a funding application revision– Changes column appears

on Sections page for revisions 1 and higher

– No need to manually compare an application to a previous revision to determine what has changed

CCIP Training Module 5

Changes…continued

• Valuable tool for application approvers to focus their time on only reviewing changes to application

• Filtering Changes– All: Show every change– Section: Show all changes for pages in that section– Page: Show all changes for that page

CCIP Training Module 5

Changes Page

• Each message is a clickable link• Clicking link will take user to the screen on which the

change occurred

CCIP Training Module 5