ESEA Directors Institute 2014

ePlan User TipsOctober 8, 2014

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The ePlan Homepage

The ePlan homepage is a good way to communicate with ePlan users.

The upper-right corner of the screen is designated for ePlan due-dates.

Directly beneath due-dates are notices of trainings & webinars.

The top left portion of the homepage will display important announcements, including information about technical issues.

The lower portions of the screen will contain FAQs to help users with common questions.

The training video links are in the lower-right corner.

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New Programs in ePlan

FULL APPLICATIONS CTE Basic, Reserve, & High Schools that Work 21st Century & LEAPS (also 21st Century Remaining Funds) Safe Schools Math/Science Partnership

BUDGETS ONLY Coordinated School Health IDEA Discretionary School Improvement Grant (SIG) Title III Immigrant (grant-not contact in consolidated

application) Title X Homeless (grant-not contact in consolidated

application)

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Access Roles for New Programs in ePlan

Users with Consolidated Update and Consolidated Director access cannot work in funding applications for other programs without designating the new role on a new user access form.

Program Directors (CTE Directors, Voluntary Pre-K Directors, etc.) may click DRAFT STARTED and DRAFT COMPLETED on their program applications.

Users with LEA Fiscal Representative and LEA Authorized Representative access CAN work in all funding applications, but they cannot click DRAFT STARTED and DRAFT COMPLETED.

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Consolidated Contacts

We receive many questions about how to set up contacts in ePlan.

These are important to LEAs because of list-serves and communications that are pertinent to specific groups.

For the purpose of this discussion, a “Contact” refers to:• ESEA (Federal Programs) Directors• IDEA Directors• Title I, I-D, II-A, VI Directors• Title III Director (to receive emails from Jan Lanier)• Migrant / Homeless Liaisons (to receive emails from

Paula Gaddis)• Parent Involvement Liaisons (to receive emails from Liz

Roper)• Federal Program Bookkeeper (to receive emails from the

fiscal group)

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Consolidated Contacts in the Address Book

Contacts are listed at the top of the Address Book, next to the word “Consolidated.”

Contacts are determined by the LEA.

They are designated within the “contacts” page of the consolidated application.

They can only be entered during the original application period or during a Revision.

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LEA Roles in the Address Book

“Contacts” should not be confused with “roles.”

Roles are designated on a ePlan User Access Form.

Roles determine what functions you can perform in ePlan (work on a funding application, work on the LEA plan, submit a reimbursement request).

Roles are displayed below the “Consolidated” section in the Address Book.

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How to Add a Consolidated Contact

The process for adding/changing a consolidated contact is as follows:

1. The consolidated application must be in an editable status. If it is not, the user must begin a revision.

2. The contact must be an ePlan user to appear in the selection list from the dropdown menu on the Contacts page. If s/he is not, the user must submit a User Access Form. If the Contact is not going to work in ePlan, s/he may check “Data View Only.”

3. After selecting the contact on the Contacts page, the LEA must submit the consolidated application. The change will not take effect until the application is fully approved.

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Viewing Prior Application Revisions

The default setting on the funding application pages is set to show the most recent active application.

Users may click the setting dropdown box to display “All Approved Applications.”

This will reveal all of the approved versions of all funding applications.

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Printing in ePlan The links to Print in the funding applications (and plans)

are located on the right side of the Sections pages. Users may choose ALL, a section, or a page.

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Print Request Screen

After clicking on a link to print, users will be taken to the Print Request Screen.

Feel free to change the Document Name to something more meaningful.

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Generating Document Screen

After clicking on the icon to print, the “Generating Document” screen appears.

This is allowing time for the system to process the job. If the print job is not extremely large, it will only

appear for a brief moment.

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Displaying PDF Icons on the Screen

If the print job is not extremely large, a new window will appear with the print job displayed.

Moving the mouse around the lower-right-hand portion of the screen will display the PDF icons in the lower corner of the screen.

Users may use these icons to print or save the PDF document.

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For Larger Print Jobs

If the print job is fairly large, the “Generating Document” screen will move off of your screen, giving you the opportunity to return to your application or plan.

The user may continue working while ePlan generates the document.

When the document is ready, ePlan will send an email to the user’s regular email address.

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The Print Job in TDOE Resources

The print job will appear in the top section of TDOE Resources.

It will remain there for five (5) days.

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The LEA Document Library

The LEA Document Library Due-dates on the ePlan homepage. Users with any access within the LEA may upload. All ePlan users within the LEA may view these

documents. The LEA Document Library displays the date and

the users who uploaded the documents. The LEA Document Library displays the document

upload history.

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User ID Default

Online systems often store user ID’s for user convenience.

When a user enters a user ID on a regular basis, ePlan allows the entry textbox to auto-fill with that text after just a few keystrokes.

This saves the user some typing time.

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What if the User Wants to Delete a User ID Default

But if you change your email address, you may want ePlan to stop bringing up your old email address.

Before you sign into ePlan… Go to ePlan Sign-In. Double-click inside the Email Address textbox.

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Deleting a User ID Default

Hover over the email address that you would like to delete.

Do not select the email address (do not left-click on the address).

Hold the shift button and hit DELETE.

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FRAUD, WASTE or ABUSE

Citizens and agencies are encouraged to report fraud, waste or abuse in State and Local government.

NOTICE: This agency is a recipient of taxpayer funding. If you observe an agency director or employee engaging in any activity which you consider to be illegal, improper or wasteful, please call the state Comptroller’s toll-free

Hotline:

1-800-232-5454

Notifications can also be submitted electronically at:

http://www.comptroller.tn.gov/hotline