consolidated annual report (car) training

CONSOLIDATED ANNUAL CONSOLIDATED ANNUAL REPORT (CAR) REPORT (CAR)

TRAININGTRAININGPresented By:

John HaighOffice of Vocational and Adult Education

AndHeather Fleck

DTI Associates, Inc.

Through This Training You Will…Through This Training You Will…Receive important information regarding

Perkins III Performance ReportingLearn how to prepare all CAR related

documents through both:– Web-based Forms– Excel-based Forms

Learn how to approve and submit your CAR through the website

What You Should Know About What You Should Know About Perkins Perkins IIIIII

Updates on OVAE Activities

Timeline for Submission– Extensions

Online Attestation

Incentives and Sanctions

Future Reporting

What You Should Know About What You Should Know About Perkins Perkins III (cont.)III (cont.)

The Major Components of CAR– Financial Status Report

– Enrollment

– Performance Accountability Indicators

– Narrative

Preparing Your ReportPreparing Your Report Access the homepage

– Type or Paste www.PerkinsCAR.com in your browser

– Select your state from the box marked Login:

– Enter your assigned Password

– Click on the box marked SIGN IN!

Preparing Your Report (cont.)Preparing Your Report (cont.) Choose your submission

method

– In filling out the components of the CAR you are given the option of either using a Web-based or Excel-based approach.

– Once you have selected your method preference, the system will automatically load this method’s page upon login. You can always switch methods.

– For the purposes of the training, please select Web-based first.

Web-Based ApproachWeb-Based Approach Completing CAR

Components

– Upon accessing the page you will see a Table of Contents listing each separate component of the CAR

– Each component can be accessed and saved individually

– The components can be completed in any order

Web-Based Approach (cont.)Web-Based Approach (cont.) Completing CAR Components (cont.)

– On the left hand side of the screen you are given links allowing you to:

Obtain Instructions

Obtain a Submission Process Flowchart

Print an Excel workbook of all forms with data entered on web forms

Switch Submission Method

Access the Director Approval Option

Contact the DTI Help Desk

Log Out

Web-Based Approach (cont.)Web-Based Approach (cont.) Completing CAR

Components (cont.)– On the right hand side of the

screen is a key explaining the icons located to the left of each component name on the Table of Contents

– The system will automatically change the icons to reflect the status of each component

Web-Based Approach (cont.)Web-Based Approach (cont.)

Completing CAR Components (cont.)– To input data into the

different documents, simply select the form from the Table of Contents and fill out each according to the Instructions

Web-Based Approach (cont.)Web-Based Approach (cont.) Completing CAR Components (cont.)

– At the bottom of each form you will find the following options: Reset, Save (Draft), Save (Final)

To remove all data added to the form during a particular session, click on

To save all data on the form while remaining allowed to add and/or change data, click on

To save a completed form so that it can approved by the Director, click on

Once the Director has approved the form the document becomes ‘Read Only’ and these options will be replaced with

Web-Based Approach (cont.)Web-Based Approach (cont.) Completing CAR Components (cont.)

– In completing the data worksheets, all calculations will be done automatically and all targets are pre-populated

You enter these #’s

The system knows these #’s

The system calculates these #’s

Web-Based Approach (cont.)Web-Based Approach (cont.)Completing CAR Components (cont.)

– You will not be allowed to save the worksheet if any of the following errors exist in the data:

A Numerator entered is greater than its corresponding Denominator

A cell contains an entry that is neither a number nor ‘N/P’ A number is entered for any racial/ethnic category or

special population group that is greater than the total number of students reported

A cell is left blank (FINAL SAVES ONLY)

Web-Based Approach (cont.)Web-Based Approach (cont.) Completing CAR Components (cont.)

– If errors are made on the form, you will alerted by the system:

Now we’ll explore the Excel-based approach

Excel-Based ApproachExcel-Based Approach

Completing CAR Components

– Upon accessing the page you will see a Table of Contents listing links to download and upload the CAR components

Excel-Based Approach (cont.)Excel-Based Approach (cont.) Completing CAR Components (cont.)

– On the left hand side of the screen you are given links allowing you to:

Download Instructions

Download a Submission Process Flowchart

View Tips for Excel Users

Switch Submission Method

Access the Director Approval Option

Contact the DTI Help Desk

Log Out

Excel-Based Approach (cont.)Excel-Based Approach (cont.) Completing CAR

Components (cont.)– On the right hand side of the

screen is a key explaining the icons located to the left of each component name on the Table of Contents

– The system will automatically change the icons to reflect the status of each component

Excel-Based Approach (cont.)Excel-Based Approach (cont.) Completing CAR

Components (cont.)– To input data into the different

documents, first select the link from the Table of Contents and follow the directions to save the document to your personal computer

– The Blank Accountability Workbook contains individual worksheets for each of the sub indicators

Excel-Based Approach (cont.)Excel-Based Approach (cont.) Completing CAR Components (cont.)

– In completing the data worksheets, all calculations will be done automatically and all targets are pre-populated

You enter these #’s

The system knows these #’s

The system calculates these #’s

Excel-Based Approach (cont.)Excel-Based Approach (cont.)Completing CAR Components (cont.)

– An error message will be activated if any of the following data is entered into a worksheet cell:

Data other than a number or N/P A numerator greater than its corresponding denominator A demographic population that is larger than the total

number of students recorded

Excel-Based Approach (cont.)Excel-Based Approach (cont.)

Once you have completed the Excel forms, you need to submit the workbooks through the website

Excel-Based Approach (cont.)Excel-Based Approach (cont.) Completing CAR

Components (cont.)– To upload data into

the system, first select the link for the appropriate document

– Select ‘Browse’

– Select the appropriate form from where you have saved it on your personal computer

– Select ‘Upload’

Excel-Based Approach (cont.)Excel-Based Approach (cont.)

Completing CAR Components (cont.)– Once Excel workbooks are submitted to the website, data is

integrated into the Web-based data and can be viewed through that portion of the website

– Be aware that uploading a workbook will overwrite all data either previously uploaded or entered via the Web-based approach. You can, however, upload data using the Excel-based approach and then modify it using the Web-based approach.

Now we’ll explore the Director Approval Option

**This is the same whether you used the Web-based or Excel-based approach

Approving Your ReportApproving Your ReportOnly the Director may approve the report

componentsThe components can be approved at any timeWhile only completed components can be

approved, the whole report need not be complete before the approval process begins

The components can be approved in any order

Approving Your Report (cont.)Approving Your Report (cont.) To approve a component the Director must enter his/her

PIN and press ‘Approve’ at the bottom of the page

Approving Your Report (cont.)Approving Your Report (cont.) After approval the page is locked and available only as

a ‘Read-Only’ document

Once the Director has approved the form, OVAE will consider it the official data for the state

Thank You For Participating!Thank You For Participating!