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AEP Questions and Answers

This is a collection of questions that are most frequently asked of the AEP Office. They are organized by topic area and will be updated as needed.

NOVA Fiscal System

Your carry over figure for 16/17 is based on your last AEP fiscal report – which was due by July 31, 2017. This would have been Q2 in the old system for consortium level reporting.

Not at this time. However, your district certifying official and the consortium director/lead will certify that your carry over amount you submitted in NOVA is correct and accurate. The last report submitted by your consortium was the Q2 16/17 expenditure report due on 7/31/17. Your carry over must be calculated based on that expenditure report.

You will be reporting 16/17 & 17/18 expenses – but in a combined budget & expense report. The one budget will only include active funding – the 16/17 carry over that you plan to use this year, and the 17/18 new AEP funding that was just received. It will be one budget for the program year starting July 1, 2017 and ending June 30, 2017 (and one expenditure report).

Yes. 15/16 funds will be closed out in the old system. 16/17 & 17/18 (and beyond) will be reported in the new NOVA system.

The new NOVA system will track expenses so that the oldest AEP funds are spent first. When you report expenses on the combined 16/17 & 17/18 budget for the program year, the NOVA system will subtract the reportable expenses from the 16/17 fund allocation until it’s 100% spent. Once 16/17 is spent down, it will begin subtracting expenses from the 17/18 fund allocation.

Fiscal agent will not be reporting expenses in the new NOVA system. The NOVA system is member based. If your fiscal agent were managing funds for a member, they would report that into NOVA as a member. The NOVA system is not like the old AEP system. We will not be reporting by consortia. Consortium member reports will be rolled up to the consortia level. On a separate track, the state will be reviewing how much consortium level administrative expenses are being charged (capped at 5% or less).

Yes – NOVA expense reporting will be quarterly.

Once the AEP budgets for 16/17 carry over, and 17/18 new funds are submitted, the expenditure reporting schedule through 12/31/17 (combined Q1 & Q2), Q3 and Q4 will be released. We hope to give you plenty of time to have all your members report expenses. We are currently working on programming the expense-reporting schedule – but we hope it would be more than the traditional 30 days after the quarter end date – due to the 400+ members of AEP consortia, and the requirement for consortium administrative oversight.

Yes – but the expense report due dates will be extended (see response to the question above). Right now, new funding is not released until September/October – so it would be difficult to mandate a Q1 expense report (not to mind a budget) so early in the fiscal year. If Q1 & Q2 were combined – ending 12/31, then Q3 would end 3/31, and Q4 ending 6/30. Keep in mind actual expenditure reporting would not be due until well after the quarterly end dates (see response above).

The NOVA quarterly end dates will be the same standard quarterly end dates (12/31, 3/31, & 6/30). The reporting deadlines will be extended due to the high number of reporting members, and the requirement for consortium oversight (see response above).

All consortium members must report on the apportionment they receive based on the CFAD.

If you had a process, whereby members received additional apportionment through a grant application process, you will need to update your CFAD allocation amounts for each member. Members would be required to submit expenditure reports on the new amounts (as well as revise their budgets).

If the member were allocated those funds, then they would need to budget for it, and report those expenses. The NOVA built the budget from each member, which rolls to the consortium total amount. A consortium is not a legal entity (unless you have incorporated) – so the basis for the NOVA system is by each member. So all consortium level expenses – have to come from one or more of the members (meaning which member is actually paying for these consortium level activities). It is ok to have multiple members contributing to and paying for consortium level expenses. It just depends on how your consortium sets it up.

Each year, you will create a program year budget. The program year is July 1 to June 30. The program year budget will include prior year carry over, and current year funding. With the first in, first out spending mandate – we are trying to avoid dealing with “prior-prior” year funding & spending during the program year. The state will be setting up spending targets in NOVA to ensure that prior year funds are spent first and liquidated before any new funding is accessed. If members (and consortia) are not spending down their prior year funding, the state will set up targeted technical assistance, and members (and consortia) will have to submit corrective action plans. If the members (and consortia) continues to not meet spending targets, and reasonable interventions have not been successful, then the state will allow the member’s funding to be reduced and redirected/reallocated to other members in the consortium.

Due to some programming issues in NOVA – we have suspended the 30 days in advance for budget changes – and allowing consortium to work with members up until the consortium certification date. The consortium will set the due date (keeping in mind the certification date) for their members submission.

At the beginning of each program year, the state will document the consortium administrative review process. More to follow on what that process will look like.

Yes – the AEP office will host a webinar on the topic in early December.

All members will report into NOVA. For consortium level spending – we will need to check if you are below the 5% administrative cap, and that you have set up an administrative oversight process for your member’s budgets & expenses reporting. More to follow on what that process will look like.

No – you could not take your 5% before you allocate to the rest of the members. Because you cannot decrease the amount of the funds given to the members in the prior year (w/o cause or 100% member agreement) – your consortium and its members would have to figure out who would contribute to the consortium administrative amount from the current member’s allocation. You would not be able to take your 5% “off the top” as that would change the member’s pre-determined allocation.

If your members are in agreement, each consortium can use up to 5% of their total allocation for consortium administration (which is mostly fiscal in nature). The state AEP Office would ask that members have the consortium fiscal agent explain what they are getting for that amount, and there could be some negotiation involved if members thought that amount was too much.

The state AEP Office is working with the NOVA vendor, productOPS, to develop a process to confirm that the consortium is not over the 5% administrative cap, and that the activities for administrative oversight are justifiable. This would be done on an annual basis.

In most cases yes. However, some Consortia run programmatic activities for the members.

Yes – we are working on a consortium level program & oversight certification process that would be done on an annual basis. (See response above for more details).

NOVA will be releasing access to the member representatives listed on the AEP website. If additional users need access, please let us know through AEP TAP. tap@aebg.org

Initially, member representatives listed on the AEP consortia webpage. However, you will be able to go into NOVA and add your CFOs and additional staff that need access.

As part of the budget process, there will be, a work plan that you will submit online based on the annual plan strategies that your consortium submitted in August. For expenditure reporting, if you fall below spending targets, you will be required to submit a corrective action plan that will include a progress report and an explanation on how you will get back on track to meet spending targets.

The work plan strategies are based on your annual plan. They will help us understand what annual plan strategies you are focused on and where the expenditures should be focused. However, you will not have to match your annual strategies to the AEP object codes.

To add a contact for a consortium member agency, click on the member agency from the member list. To remove a contact, click on the trash can icon next to the individual’s name. To add a contact, click on the ADD CONTACT button and follow the prompts. If you are unable to locate the individual in the drop down list, click on “Can’t find the contact you’re looking for” and follow the prompts. The individual(s) that you are trying to add will need to fill out a form at the link listed below so that they can appear in the drop down list for access to NOVA (see link: https://nova.cccco.edu/#/8WtYNYKUzyookm).

To add a contact for the consortium, follow the same process as listed above, except click on the ADD CONTACT button located at the bottom of the consortium contact list.

The AEP NOVA users were identified from the contacts/member representatives listed on the 17-18 CFAD. Each NOVA user should have received an email with their log-in credentials yesterday afternoon. The consortia primary contact has the ability to add/remove NOVA users on behalf of the consortium and individual members. NOVA users that are the designated contact for a consortium member have the ability to add/remove users for that member.

We do not have a view only user in NOVA, everybody in the system has some level of write capability. For AEP, in a nut shell, if you are associated with a member, you edit the member’s plan/budget. If you are associated with a consortium, you may edit the member and consortium plan/budget. Consortia budgets aren't available at this time so consortia level users have permission on all members.

Member work plans and budgets are due in NOVA on December 15.

Members will submit their work plan and budget by December 15 and Consortium leads will need to certify by Jan 15. When a member submits their budget, work plan & expenses, it should be submitted by someone that is authorized to submit (which means certifying for that member).

Your budget, for this year, will include your carryover that you haven’t spent from 16/17 and your new funds from 17/18. That budget you develop will be based on your annual plan you submitted to the State back in August 2017.

When you go into the system, you will have all of the annual plan strategies the consortia said they would work on – there may be 15 to 20 – and you as a member will select the ones you plan to work on and spend the AEP funds. There should be a connection between work plan strategies and what you are reporting by object code on the budget side.

At the member access level, the member representative and the member contact can submit the workplan and budget for their agency. At the consortium level of access, only the primary contact can certify the workplans and budgets.

If you need to update your CFAD, please contact Nicole Alexander of the AEP Office.

Members have the ability to un-submit their workplan and budget. Changes can be made to the workplan/budget until the consortium primary contact certifies. Once the workplan/budget is certified at the consortium level, it cannot be changed.

You would put in your budget for the year and you could do a budget revision throughout the year. For 16/17 carryover and 17/18 new funding, you will have to come up with your own budget.

NOVA allows everyone to see each other member’s budget, workplans and expenses.

No – you do not. You have a budget due on December 15th. Your expenditure report won’t be due until later – like March 1, 2018.

No – data and accountability will be in the old system. This is only 16/17 carryover from consortia funds and 17/18 new consortia funds.

Member representatives are the only users that can add and remove contacts for their agency.

No – there’s no budget form – you just type directly into NOVA.

If you have operational costs or general costs, I’m sure your district has a way of figuring out where operational costs – if you use a certain object of expenditure code. Go back to your district accounting and ask what is the policy or method that they use for doing operational cost.

If your consortium is holding funds that are in common with the membership, they must put that in the member’s budget of who is holding it. Keep in mind that the 45-day disbursement of funds is in the education code – so holding funds longer than 45 days could put you out of compliance.

NOVA allows everyone to see each other member's budget, work plans and expenses.

At the member access level, the member representative and the member contact can submit the workplan and budget for their agency. At the consortium level of access, only the primary contact can certify the workplans and budgets.

This is for AEP only. SWP is also on NOVA - but the rules might vary - a little. But adding members and access is the same as SWP.

15-16 funds & D &A funds budget changes are due by 12/20/17 in the old misweb system. Their expense reports are due by 1/31/18. For 15/16 consortia funds - this is the final expenses report in the misweb system.

A link was sent out to register for NOVA. Once you login, you can add other users.

Your 15/16 certification will be done by your CBO listed in the old online miswebex system.

15/16 MOE is reported to CDE via SACS – not in the old misweb system. Only consortia 15/16 funds are reported in the old misweb system.

The member budget, work plan & expenses will be certified & submitted by someone at the member district who has that responsibility. The member must decide who will be the certifier of this information.

The consortium level certification will be decided by the membership based on how they process consortium level administrative oversight. See webinar on 12/1/17 for more details.

You still must submit the final expenses report by 1/31/18 which is the same expense report as previously submitted and then a close out in Feb. But you have to go through the formality. Sorry.

Correct – sorry budget revision are due 12/20. Sorry – cheated you out of 5 days, but that’s 15/16 & D & A funds only.

In the old misweb system – there is a CBO listed. Check to see who is listed – it could be the consortium lead or it could be an actual CBO/CFO. For NOVA – you have to determine who the member certifier is.

Make sure that you are accessing the workplan and budget from the member page. The workplans and budgets are submitted at the member level, and so you need to click into your member page to access the work plan and budget. From the consortium main page, scroll down to the list of member agencies. Click on your agency. Then click on 17-18 Member Plan. From there you should be able to see the workplan and budget.

All annual plans are in NOVA. All strategies are listed in the work plan section. Check with AEP TAP if you have problems.

The member submits/certifies and then consortium level certifies to the State.

You might not have the appropriate access level – you might not be a member representative. Only the member representative shave the ability to add and remove contacts and will see the add contacts button.

In order to add documents, you will go back to your landing page for your consortia. The third module down, you will the repository. On the bottom right hand side, you will see a link that says add document.

The workplans and budgets are submitted at the member level, and so you need to click into your member page to access the work plan and budget. From the consortium main page, scroll down to the list of member agencies. Click on your agency. Then click on 17-18 Member Plan. From there you should be able to see the workplan and budget.

Scroll down to where the member agencies are listed, click on the agency name link. At the bottom of the left-side blue pane, click on the link for the 2017-18 Member Plan, then click on Workplan, then you will see what they have done for their workplan.

You can also do the same to see the budget. When they submit, you will see at the top right hand, it will say submitted.

The 1/15/18 is for consortia to certify/submit all member budgets. Each consortium will decide who will be the consortium level certifier. It could be the consortium lead, director, fund administrator, or someone else – as agreed upon by membership.

Member budgets are due 12/15/17.

If they are the only member – then yes. If there are more members that received an allocation as shown on the CFAD – then – no – it is not correct.

All members receiving funds shown on the CFAD – must submit a member budget, work plan and expenses.

Not in NOVA. They will show up in the old misweb system under a specific fund code and with specific password access.

It would be wise to have a fiscal contact to certify the member budget & expenses. But that is the member’s decision. Remember, these reports are actuals, which means they are auditable. So having your district fiscal person certify/submit would be suggested.

For consortia level certification - that would have to discuss among members on what they are ok with. The consortia lead has provide admin oversight. Webinar on 12/1 to cover those requirement.

For members – we recommend the CFO as your reports are actual expenses and are auditable. That’s why we are giving you 60 days to report quarterly expenses.

The 12 month budget will include all strategies you plan to work on from July 1. 2017 to June 30, 2018. The next year you will develop a new annual plan with the same or additional strategies that you will use to create a new budget & work plan.

There should not be a need to add any new or additional strategies during the year as this is a 12-month work plan. You will complete another one in the spring and submit it by 8/15. This will be the annual planning cycle.

Click on the trash can icon located next to that individual’s name. Only consortium primary contacts and member representatives have access to remove contacts.

At a minimum - but some consortia have many strategies. A member may be only working on 2 or 3 strategies during the program year. Meaning a member doesn't have to click on one strategy per objective.

At the consortium level - it's up to members on who will be the certifier. And what that process looks like. Please refer to the 12/1/17 webinar on consortium admin oversight.

We decided that the strategies are really what we articulated and we have flexibility in interpreting them.

You need to work with Nicole to correct the last 16/17 expenses report (July 2017 in the old misweb system). The balance from that July 2017 report must match the carry over that you are reporting in NOVA for 16-17. This is your audit trail.

This function will be tested and if there is an issue, it will be fixed. Sometimes it ends up in Spam and Junk folders, so I would check there.

Consortia and their member should have tracking expenses at the member level since the beginning of AEP (July 1, 2015). Each member district tracks its expenses and feeds this information to the consortium level for expense reporting. In the old misweb system, the consortium level report was rolled up from the members. For the 16/17 carry over amount in NOVA each consortia would work with its members to match the July 2017 expense report on 16/17 funds – remaining balance – with what each district has reported as part of that consortium level roll up report. That would confirm your carry over by member. Consortia should have been doing this every report period.

For member certification – at a minimum - your member representative and member certifier should have access to the budget, work plan & expenses.

The consortium certifier must certify member budgets by 1/15/18. The consortium members decide who is to be the certifier at the consortium level. That may well be the consortium lead – but it’s up to members to decide.

Yes – we would recommend that for member budgets, & expenses. I would suggest for work plan review – you may want to bring in the program person.

Please contact AEP TAP at tap@aebg.org and we will put you in touch with Nicole and Ryan.

We would not recommend that – but suggest you follow your governance & by laws on what was agreed to by members for consortium level administrative oversight – aka – the responsibilities & duties of the consortium level staff.

Yes – this is mandatory. You cannot submit a partial budget. You must submit a budget that reflects 100% of the 16-17 carry over and the 17-18 new funds.

There is no save button for the workplan and budget. Once entered into the system, information should automatically save.

Instructions for expense reporting will be out in January. Member expense reports are not due until 3/1/18.

Consortium administrative oversight is part of the consortium certification process. Please see the Fiscal Guidance on Consortium Administrative Oversight (on the AEP website) and the 12/1/17 webinar on the same topic.

Each member district can take their approved indirect rate to cover these costs. That will be reported as part of their budget.

You must enter that into NOVA. But your member certifier must ensure that figure is accurate and it must match what was reported at the consortium level for the July 2017 expense report for 16/17 funds in the misweb system.

No – we will release targets by quarter. It is a 15% increments by quarter. Q1 = 15%, Q2 = 30%, Q3 = 45%, Q4 = 60%.

No - 15/16 funds and data & accountability funds will continue to report in the misweb system as they have been. No changes in reporting for misweb.

The member must work with the consortium lead and they in turn work with the State AEP Office.

Yes – all these due dates are posted on the AEP website under calendar of due dates.

Each consortium uses the CFAD process to distribute funds to members. For redistributing funds, you would update or revise the existing CFAD. You would also have to ensure that the reallocated funding reflect what was submitted in the annual plan (8/15/17) and in the member work plans submitted by 12/15/17.

The YouTube link will be posted on AEP website, along with the recorded webinar and PPT presentation.

Each member district must have a budget, work plan and report expenses in NOVA. If the expenses for 16-17 are already spent – no need to report them again. Any remaining balance or carry-over of 16-17 funds must be represented in each member’s budget based on the annual plan that was submitted to the State by 8/15/17 – which would show up as indicated in the member work plan submitted in NOVA.

Yes – the consortium leads would work with the State AEP Office to change the CFAD amounts that were submitted by 5/2/17 for members.

Go to the AEP website and hit the subscribe button.

We are excited to announce the soft launch of NOVA, the new platform we will use to manage the AEP fund. The AEP Office's Neil Kelly will walk through the fiscal-management system during a webinar on Oct. 20, from noon to 1 p.m. This is the registration link: https://register.aebg.org/index.cfm?fuseaction=detail&id=110

Learning how to use NOVA is critical because this is the system that each consortium member that receives AEP funds will be required to use to submit the 2017-18 budget, due in early December, provide member updates to the AEP database, and starting next year, allow members and consortia to enter and certify quarterly expense reporting. This new system, once it's up and running, will replace the AEP portal. NOVA is an end-to-end platform designed to manage state funding streams.

A team of beta users have received an email announcing the soft launch. Those of you who are not part of the test group will receive an email at the end of October, when the system officially launches, providing you with access. The following release of functionality will be AEP fiscal reporting and CFAD management, making NOVA the centralized platform for all things AEP.

Please note: AEBG 2015-16 implementation funding, 95 percent of which has been spent, will be closed out in the old system in January/February 2018. AEP data and accountability funding will also remain in the old system and will be closed out in January/February 2019.

No - the pass through is not considered spent in the new NOVA system. A pass through is just a passing of the money and should not be recorded in NOVA.

We are still working on the expenditure reporting process for NOVA. But what it will do is subtract current expenses from the program year’s allocation (16/17 carry over and 17/18 new funds). The program year is July 1 to June 30. We will set up spending targets – but I doubt that you have to spend 100% of carry over and new funds by the end of the fiscal year. We will allow for some carry over. Stay tuned. More out on this soon.

An AEP News Brief will be sent to AEP consortium leads, member representatives, and CBO/CFOs (fiscal contacts) that will include details regarding the AEP NOVA system. Once NOVA launches, an email will be sent to all users that includes login credentials. AEP NOVA users include all consortium leads/primary contacts and member representatives as listed on the CFAD. There is a webinar scheduled for November 3rd regarding the NOVA system. There are plans to schedule additional webinars/trainings in the near future, and all webinars will be recorded and posted to the AEP website.

The instructions to add a contact are located in the attached user guide. If the individual’s name does not appear on the drop down list to add into the system, click on the link that states “Can’t find the contact you’re looking for?” and that should direct you to a page to make an addition (please see below).

The AEP NOVA users were identified from the contacts/member representatives listed on the 17-18 CFAD. Each NOVA user should have received an email with their log-in credentials yesterday afternoon. The consortia primary contact has the ability to add/remove NOVA users on behalf of the consortium and individual members. NOVA users that are the designated contact for a consortium member have the ability to add/remove users for that member.

The NOVA user at the consortium level that has the ability to add/remove contacts for the consortium and for individual members is the consortium primary contact. For Yosemite (Stanislaus Mother Lode) Consortium, this individual is Pedro Mendez.

To add a contact for a consortium, click on the member agency from the member list. To remove a contact, click on the trash can icon next to the individual’s name. To add a contact, click on the ADD CONTACT button and follow the prompts. If you are unable to locate the individual in the drop down list, click on “Can’t find the contact you’re looking for” and follow the prompts. The individual(s) that you are trying to add will need to fill out a form at the link listed below so that they can appear in the drop down list for access to NOVA (see link: https://nova.cccco.edu/#/8WtYNYKUzyookm).

As the NOVA user at the consortium level and the designated primary contact, you have the ability to add/remove contacts for the consortium and for individual members.

To add a contact for a consortium member agency, click on the member agency from the member list. To remove a contact, click on the trash can icon next to the individual’s name. To add a contact, click on the ADD CONTACT button and follow the prompts. If you are unable to locate the individual in the drop down list, click on “Can’t find the contact you’re looking for” and follow the prompts. The individual(s) that you are trying to add will need to fill out a form at the link listed below so that they can appear in the drop down list for access to NOVA (see link: https://nova.cccco.edu/#/8WtYNYKUzyookm).

To add a contact for the consortium, follow the same process as listed above, except click on the ADD CONTACT button located at the bottom of the consortium contact list.

Per our conversation, I have set you up as the primary contact for Sierra consortium and have requested that the system re-set your login. You should receive an email with your password. As far as your members that have not received their NOVA system emails, check the system to make sure that they are listed as a member representative. If so, they should be able to re-set their password by clicking the “forgot password” link on the home page. As the consortium primary contact, you have the ability to add/remove users for the consortium and for members. I have attached the user guide that explains in detail.

You are correct. We do not have a view only user in NOVA, everybody in the system has some level of write capability. For AEP, in a nut shell, if you are associated with a member you edit the member’s plan/budget. If you are associated with a consortium, you may edit the member and consortium plan/budget. We have hidden the consortia budget at this point so consortia level users will essentially have with permission on all members.

The primary contact for your consortium, which is Nikki Schaper, has the ability to add you as a contact in NOVA. Before you can be added, you will need to complete your profile at the link listed below. Attached is the NOVA system user guide which provides instructions regarding adding contacts.

https://nova.cccco.edu/#/8WtYNYKUzyookm

The primary contact for your consortium, which is John Werner, has the ability to add you as a contact in NOVA. Before you can be added, you will need to complete your profile at the link listed below. Attached is the NOVA system user guide which provides instructions regarding adding contacts.

https://nova.cccco.edu/#/8WtYNYKUzyookm

The consortium members should be reporting their workplan and budget in NOVA, which includes reporting the total amount of 16-17 carryover funds. The member workplans and budgets are then rolled up to the consortium level.

As the NOVA user at the consortium level and one of the designated primary contacts, you have the ability to add/remove contacts for the consortium and for individual members. Please see below for instructions regarding adding/removing contacts. I will forward the information regarding the incorrect email address for Stephanie Ortiz to the NOVA system administrators to correct.

To add a contact for a consortium member agency, click on the member agency from the member list. To remove a contact, click on the trash can icon next to the individual’s name. To add a contact, click on the ADD CONTACT button and follow the prompts. If you are unable to locate the individual in the drop down list, click on “Can’t find the contact you’re looking for” and follow the prompts. The individual(s) that you are trying to add will need to fill out a form at the link listed below so that they can appear in the drop down list for access to NOVA (see link: https://nova.cccco.edu/#/8WtYNYKUzyookm).

To add a contact for the consortium, follow the same process as listed above, except click on the ADD CONTACT button located at the bottom of the consortium contact list.

You will have to report the 15/16 expenses in the old Chancellor’s Office system – using your password for those funds.

The 16/17 can be carried over into NOVA with the new 17/18 funding when you create your program year budget in NOVA. But the 16/17 carry over should reconcile with your 16/17 July report in the old system.

Please report your 16-17 carryover balance as reported in the last report submitted in the Chancellor’s Office MIS system - which was through June 30, 2017.

Yes – it’s a mandatory requirement. Member budgets are due 12/15/17 for 16-17 carry over and 17-18 new funding.

You can update your 17-18 Member Allocation by navigating to the Member Allocations section from the left blue navigation pane (please see screenshot below). For 16-17 allocation changes, you should reflect these changes when members report their 16-17 Carryover Amounts when submitting their budgets. You will need to submit a revised CFAD document with signatures based on the updated amounts, for both 16-17 and 17-18. You should upload these documents to the document library.

I am working on creating a template for the CFAD updates, but in the meantime I do not see a problem with you hand writing in the changes, signing and scanning to upload as an amendment.

That is correct – this is no direct/auditable correlation between object code budget, and annual plan strategies identified in your work plan as checked off in NOVA.

The work plan is for the state (and consortium level) to see what members are planning to do with their AEP funding for the program year. It justifies the use of funds. The work plan will give a pretty good idea what you will be spending your funding on – so if you are offering new classes, maintaining existing classes – we would expect to see certain funds being expended in certain areas. If your work plan strategy is to renovate a building, then expenses would also show in certain object codes. But we are not aligning a dollar for dollar object code budget with the work plan in NOVA. We also understand day to day operational activities may or may not be captured in your annual plan strategies. I think going forward, meeting the needs of the community through your “regular” course offerings should be included as one of your planning strategies if it’s a major part of the AEP funding you plan to expend.

You will definitely need to have a separate installation for the 225 jail, and yes we can set that up for you.

The “question” area was whether this was part of Santa Rosa’s funding & application… I did have our staff double check and our records clearly show that didn’t happen. What you sent was from the CDE, however… so we need to reconcile with CDE exactly which areas Santa Rosa is funded for PY 2017-18.

From CDE: Our records indicate that Santa Rosa County Junior College does indeed have a 225 program that is funded through the WIOA Title II grant. Please see the document attached.

No, reporting in NOVA of carry over and new funds will be by object of expenditure code. We are not recording any pass through of funds in NOVA. We are moving away from that practice. Please update the CFAD and have each member include these reallocated funds as part of their program year budget.

We are not tracking the pass through anymore in NOVA. The member’s budget should reflect 16-17 carryover (that match your last consortium level expenditure report in July 2017), and the new 17/18 funds. So if a member held funds for the consortium and then later reallocated that – you need to update the CFADs to reflect that so we have an audit trail of the allocations.

Are you accessing the workplan and budget from the member page? The workplans and budgets are submitted at the member level, and so you need to click into that particular member’s page to access their work plan and budget.

From the consortium main page, scroll down to the list of member agencies. Click on the member agency whose workplan and budget you are trying to access. Then click on 17-18 Member Plan. From there you should be able to see the workplan and budget.

The expenditure report through December 31, 2017 will be due by March 1, 2018. Consortium primary contacts will have until March 31, 2018 to certify. You will not be able to certify the budget and workplan until the member clicks on submit. It should show as Submitted on the top right of the screen when it is submitted, upon which the certify button should be available.

Primary contacts in NOVA are the leads at the consortium level. Member representatives are the leads at the member level. The submit button is located at the top right hand side of the screen under the Preview section of the budget and workplan. Please see screenshot below. I have admin privileges, which is why the certify button shows instead. Member representatives should see a submit button in this view.

The member agency submits their budget and workplan, and the consortium lead certifies the budget and workplan. The member agency will see the un-submit button (only after they click on submit).

The consortium primary contact will only see the certify button, which will not be available until the member submits their workplan and budget.

The submit button is accessible from the Preview section of the member workplan and budget (the preview section is located on the blue navigation pane on the left side of the screen).

If a member does not receive funds then it is not necessary for them to submit a workplan or budget in NOVA. We will be able to crosscheck funding status in NOVA when we pull reports that show who hasn’t submitted a budget/workplan.

Only member agency level contacts will be able to access the submit button for their agency’s workplan and budget. The member agency submits their budget and workplan, and the consortium primary contact certifies the budget and workplan (consortium primary contacts are the only users that have the ability to certify the workplans and budgets). The member agency will see the un-submit button (only after they click on submit). The consortium primary contact will only see the certify button, which will not be available until the member submits their workplan and budget. The submit button is accessible from the Preview section of the member workplan and budget (the preview tab is located on the blue navigation pane on the left side of the screen from the 2017-18 Member Plan section).

We just discovered an issue with individuals who serve as the Primary Contact for their consortium and the Member Representative for their agency. The system gets confused and cancels out the ability to submit or certify for this member agency budget. We are currently working with the developers to get this corrected. When this issue is resolved, you should see both the submit and certify button for Paramount USD under the Preview section of the workplan/budget.

If you prefer not to wait until the developers can get this issue fixed, you can add another individual as a member contact for Paramount USD, who should be able to submit the workplan and budget. We are hoping that this can be fixed in the next few days.

Consortium Primary Contacts have until January 15 to certify the workplans and budgets. The December 15 deadline is for member agencies to submit their workplan and budget to their consortium primary contact.

The Portal is no longer being used. In addition, below are some important dates to remember:

•15/16 final expenses for consortium funds will continue to use the chancellor’s office misweb system. Final report is due by 1/31/18. These expense reports are at the consortia level.

•16/17 & 17/18 member budgets in NOVA need to be certified by the consortium primary contact by 1/15/18.

•15/16 data & accountability funds will continue to use the chancellor’s office misweb system. The mid-term report is due by 1/31/18.

I don’t think it will be a problem. A late budget submission (after 12/15/17) shouldn’t affect the status from draft or submitted. It sounds like that member didn’t have the right person to submit it. I have attached the support guide to help troubleshoot.

The CFAD allocations submitted in May 2017 should have noted the allocation amounts to each member. If these are incorrect or have been adjusted, the CFAD needs to be resubmitted with each member signing off on the new numbers. If approved by the State AEP Office, you can upload the new CFAD to the NOVA document box, and change the allocations to the consortium membership for 17-18.

Member budgets were due on 12/15/17. Consortium leads must certify these budgets by 1/15/18. Amending the CFAD might take some time (getting signatures). You can always adjust you budget later in the pending quarter or the following quarter.

Members expenses & budget changes are due 3/1/18. Consortium certification will be due by 3/31/18. You could attempt to have your CFAD submitted and approved prior to the 3/1/18 member expenses report (and budget changes). The member allocations can be adjusted at that point.

The system won’t allow extension past 1/15/18. That is the final cut off for budget certification by the consortium.

Follow-up from Mitch: This was Nicole's suggestion. I will just leave the unspent $800K+ from 2016-17 in the fiscal bucket.

Neil's follow-up: I would certify what you have now - meeting the 1/15/18 deadline.

Then by March 1st – decide what to do with the unspent 16-17 funds. And have the members adjust their budgets, and the consortium submit a revised CFAD if the allocations change from what is currently listed on the most recent CFAD. So by 3/1/18 – the NOVA program year budget by members (16-17 carry over and 17-18 new funds) – will match the current CFAD. The consortium will have until 3/31/18 to certify.

The 3/1/18 deadline will be the first time this year members will be reporting expenses on 16-17 carry over & 17-18 new funds.

Only member agency level contacts will be able to access the submit button for their agency’s workplan and budget. The member agency submits their budget and workplan, and the consortium primary contact certifies the budget and workplan (consortium primary contacts are the only users that have the ability to certify the workplans and budgets). The member agency will see the un-submit button (only after they click on submit). The consortium primary contact will only see the certify button, which will not be available until the member submits their workplan and budget. The submit button is accessible from the Preview section of the member workplan and budget (the preview tab is located on the blue navigation pane on the left side of the screen from the 2017-18 Member Plan section). See screenshots below of how to navigate to the Preview section, and of the submit and certify process flow. The first two screenshots below the blue nav bar are member views and the second two are consortium views. In addition, the attached NOVA AEP User Manual has clarification on page 6.

The consortium primary contact will only see the certify button, which will not be available until the member submits their workplan and budget. The submit button is accessible from the Preview section of the member workplan and budget (the preview tab is located on the blue navigation pane on the left side of the screen from the 2017-18 Member Plan section). See screenshots below of how to navigate to the Preview section, and of the submit and certify process flow. The first two screenshots below the blue nav bar are member views and the second two are consortium views.

Your amendment has been uploaded in NOVA. To view your amendment, click on your consortia name (65 Ventura County). Right under the general information, there is the "Documents" section. The first document is your amendment. If you click on the Document Title, "Annual Plan," you are able to download your amendment.