Costshare Documentation in the WNEP Data System

Wisline Web Meeting

August 30, 2007

2:15 – 3:45 pm

Costshare in the WNEP Data System—Major Functions

1. Calculation of the value of costshare for budget planning (March – May)

2. Setting up the data system so when costshare is documented it can be entered easily and logically (August – November)

Costshare in the WNEP Data System—Major Functions (cont.)

3. Entry of documented costshare claims into the data system

(October – September)

4. Summary of costshare that was documented and claimed

(End of each quarter)

The focus of today’s Wisline Web will be on item #2 on the list:

Setting up the data system so when costshare is documented it can be entered easily and logically

Voting Slide

Who does the entry of donation details in your county/counties?– The coordinator– The nutrition educator/s– Support staff– Any or all of the above– Don’t Know

Important Principles for Entry of Costshare Donation Details

• How the donation details are set up can make a huge difference in the ease with which costshare claims can be entered later

• For most types of costshare, there are several ways the details can be set up (often there is a “best” way)

Principles of Donation Details (cont.)

• It is important to get it set up properly prior to entry of any costshare claims

• Roles of Financial specialists:– Serve as consultants in setting up donation

details – Review all agreement donation details early in

the fiscal year (before end of 1st quarter)

Principles of Donation Details (cont.)

• Start planning for setting up the Donation Details by reviewing the Agency costshare Agreement (form D)

• Any revisions to Agency costshare contributions should be reflected on the Agreement form and in the Database

Principles of Donation Details (cont.)

• Plan backwards = Consider how the documentation of the costshare donation will be done

Design your costshare entry screen to match your documentation plan

Principles of Donation Details (cont.)

• The Database costshare record can be used as either:

– A replication of the hour by hour costshare effort that is documented on paper

– A summary of the costshare hours as documented on paper records

Let’s look at some Examples

Costshare Agreement for Teaching at a Senior Meal Site

See Handout #1

Agreement (form D) with Department of Aging gives details about costshare being provided by agency

Time/Effort Documentation Plan

Think about how the Time being worked, for WNEP, by the agency colleagues will be documented.

Voting Slide

How would you document the time/effort of these agency colleagues?

• Get signatures on the Teaching datasheet each time we do a teaching event

• Ask the site coordinator to sign for the hours her staff work for WNEP each month

• Have the agency colleagues keep track using a time/effort monthly record of time worked for WNEP each day

• At the end of each quarter, ask the agency colleagues to sign a form certifying the total number of hours they worked for WNEP

Let’s assume that you are using the Teaching Event Datasheet to

get signatures

View Form

Setting up Donation Details in the Data System to be consistent with:

• the Agreement form

• the Time/Effort Documentation method being used

Link to Test WNEP Data Site

Donation Details for Donated Supplies/Materials

Documentation requirements for these types of costshared items are not as stringent, but we would be wise to take it seriously

Voting Slide

When entering the Donations details for Supplies, which type of “Event” would you choose for “Handouts for teaching”?

• Donation—Goods/Services• Teaching event• Newsletter

Voting Slide

Which type of “Event” would you choose for resources contributed by an agency partner related to publicizing WNEP programs?

• Donation—Goods/Services• Teaching event• Newsletter

Type of Supply determines when the donation will show up to be “claimed”

If you choose:– Copying handouts– Education supplies– Food for demonstration– Other Teaching materials

Then those items will appear and be able to be claimed when you enter a “Teaching Session” Event

Type of Supply determines when the donation will show up to be “claimed”

If you choose:– Advertisement/promotion– Office supplies– Other supplies– Staff mileage

Then those items will appear and be able to be claimed when you enter a “Donation—Goods/Services” Event

Type of Supply determines when the donation will show up to be “claimed”

If you choose:– Copying newsletters– Mailing newsletters

Then those items will appear and be able to be claimed when you enter a “Newsletter” event

Link to Test WNEP Data Site

Costshare Agreement for Teaching in Elementary School Classrooms

See Handout #2

Agreement (form D) with School District gives details about costshare being provided by the agency

Voting Slide

How would you document the time/effort of these Teachers when they help with WNEP teaching events (column b)?

• Get teacher signature on the Teaching datasheet each time we do a teaching event in his or her classroom

• Ask the Principal to sign for the hours her staff work for WNEP each month

• Teachers keep track of their time using a time/effort monthly record of time worked for WNEP each day

• At the end of each quarter, ask each teacher to sign a form certifying the total number of hours he or she worked for WNEP

Voting Slide

How would you document the time/effort of the Teachers when they use our evaluation tool in their classrooms (column c)?

• Get a teacher signature on the Teaching datasheet each time WNEP does a teaching event in his/her classroom

• Ask the Principal to sign for the hours her staff work for WNEP each month

• Teachers keep track of their time using a time/effort monthly record of time worked for WNEP each day

• When the series of lessons is done, each teacher signs a form certifying dates and hours of work they did for WNEP when WNEP educators were not there

Setting up Donation Details in the Data System to be consistent with:

• the Agreement form

• the Time/Effort Documentation methods being used

Link to Test WNEP Data Site

Costshare Agreement for a Newsletter

See Handout #3

Agreement (form D) with Agency Partner gives details about costshare being provided by agency

Voting Slide

How would you document the time/effort of the Support staff person who is helping prepare the newsletter?

• Get signatures on the Teaching datasheet each time we do a teaching event at the site

• Ask the center director to keep track of the hours her staff work for WNEP each month

• Support staff person keeps track of time using a time/effort monthly record of time worked for WNEP each day

• At the end of each quarter, ask the support staff person to sign a form certifying the total number of hours he or she worked for WNEP

Voting Slide

How would you document the time/effort of the Center Director?

• Center Director keeps track of his or her time using a time/effort monthly record of time worked for WNEP each day

• At the end of each quarter, ask the Center Director to sign a form certifying the total number of hours he or she worked for WNEP

• Get his or her signature on a Meeting/Collaboration datasheet each time WNEP staff meet with him/her

Setting up Donation Details in the Data System to be consistent with:

• the Agreement form

• the Time/Effort Documentation methods being used

Link to Test WNEP Data Site

Costshare Agreement for Time/Effort when WNEP is not Present

See Handout # 4

Agreement (form D) with the Health Department gives details about costshared time/effort being provided by the agency

Time/Effort Documentation must meet essential criteria:

• Dates on which the work is done are specified

• The amount of time worked on each date is listed

• Original signature of the person doing the work is on the form

Time/Effort Monthly Record Form

Setting up Donation Details in the Data System to be consistent with:

• the Agreement form

• the Time/Effort Documentation method being used

Voting Slide

Which type of “Event” would you use when setting up the Donation Details for work documented on a Time/Effort monthly record form?

• Teaching Session• Collaboration/Meeting• Donation--Goods/Services• Unattended Display

Link to Test WNEP Data Site

Watch for up-coming information and training related to how we document

time/effort of UW-Extension colleagues who do work for WNEP

• ECRT system is being developed to replace current PARS system• Will require all WNEP colleagues (paid and costshared) to certify their effort toward WNEP work through a web-based system.

Watch for an email notice about how this Wisline Web training

will be available for later viewing in an archived format