Online Management of Education Grant Awards

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Online Management of Education Grant Awards
2006 New Coordinators
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What is OMEGA?
Virginia Department of Educations, Web-based,
Electronic Grants Administration System
Designed for Online Creation and Approval of
request types.
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OMEGA CTE Users can

• Create or Approve Grant Reimbursements

• Create or Approve Budget Changes

• Review Available Balances

• Monitor request submissions

• Review Spend Down Calendar Reports

User must have established permission for task
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Where is OMEGA?
OMEGA is Accessed through DOEs Single Sign-On
for Web Application Systems (SSWS)
https//p1pe.doe.virginia.gov/ssws/com/vdoe/dataAd
min/jsp/LoginContainer.jsp
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The OMEGA Information Site http//www.doe.virg
inia.gov/VDOE/omega/
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Users Manual is located at
http//www.pen.k12.va.us/VDOE/omega/OMEGA_User_Gui
de.pdf
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Need Help? Contact OMEGA Support
Or Call 804-371-0993
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To access OMEGA you must have an SSWS User Id
OMEGA user permissions

• Contact your SSWS Coordinator

• Coordinator establishes user ids for first time
  SSWS users

• Coordinator gives users access to the OMEGA
  application

• Complete OMEGA Form OP1 to establish permissions

• http//www.pen.k12.va.us/VDOE/omega/Form_OP1.xls

• Review the Instructions

• Complete this form for each new or changed user

• Send the Original signed form to the address
  provided

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Permissions - OMEGA user types

• Viewers views items

• Originators the input people

• Approvers the reviewers

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Permission to Originate(Create, Edit, Submit
Cancel )

• Reimbursements

• Budget Changes

User must have established permission for task
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Permission to Approve(or Deny)

• Reimbursements

• Budget Changes

User must have established permission for task
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The Form OP1
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How do I get there from here?
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Navigating to OMEGA
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Users Log In through DOEs Single Sign-On for Web
Systems (SSWS)
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The Home Page for Every User
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With view/access to the CTE award, the user has
the ability to Select
I want to view my reimbursements/budgets
I want to select a funding source
I want to view my grant balances
I want to view my Spend Down Calendar Report
I want to view my Spending Progress Report
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Balance views
I want to select a funding source to

• view available balances for the award

I want to view my grant balances

• view available balances by federal object code

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I want to select a funding source
Hint End Date is last day to Encumber Funds
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I want to view my grant balances
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OMEGA Financial Reports
I want to view my Spend Down Calendar Report

• view budget distributions

• view reimbursements paid or submitted to DOE

• view budget changes submitted to DOE

I want to view my Spending Progress Report

• view balances and percent expended by division

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Spend Down Calendar Report
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Spending Progress Report
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Overview of CTE Request TypesBudget
TransferReimbursement
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Budget changes are created via selecting Change
my object code budget.
NOTE OMEGA does not allow over-expenditure at
the federal object code level.
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Enter the change amounts in the Amt. Of Change
Column (must total 0.00).Enter the
justification
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Scroll down and select the save button.
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Review the save request for errors. The
Request ID number is the Unique tracking number
for the request.
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If you have changes, they can be made on this
screen.If you have no changes, select Go to
Submit.
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OMEGA then builds the last view of the request.
If it is ready to move to the next reviewer,
select Submit Request.
Note OMEGA gives you a chance to change your
mind.
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Once the users task is completed, OMEGA brings
the user back to the OMEGA Home Page.
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-Designed for Online Decision Making

• Electronic information replaces paper based
  information

• Electronic signatures indicate approval

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Reimbursement requests are created via selecting
Create/Submit a reimbursement.
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Reimbursement Step 1 Select Award

• Grant Picker

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Reimbursement Step 2 Enter the Start and End
Date of the Request
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Reimbursement Step 3 Input details of
expenditures via data entry or file upload.

• File Upload
• File Format
• Tab delimited
• 10 fields
• Simply browse to your file and click upload
• Manual Data Entry
• 10 fields
• Just select and go

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Data Entry
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The Request is Automatically Summarized
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The Reimbursement Request can also be viewed at a
detail level
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After entries are completed Go To Submit
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Reimburse- ment Step 4 Submit for Approval
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-Designed for Online Decision Making

• Electronic information replaces paper based
  information

• Users Approve or Deny Requests

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Monitoring Your Request

• Check your To Do List requests requiring your
  Levels Action

• Check your Coming Soon List requests that
  will require your Level Approval

• Check your Pending List for requests still
  in the OMEGA review process

• Go To I want to view a my reimbursements/
  budgets

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The To Do List
Originators and Approvers must monitor their To
Do Lists
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The Pending List
Originators and Approvers can monitor their
Pending Lists
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Reviewing the Approval Status Information

• Approval Levels are listed
• (0-4 LEA, 5-9 SEA)
• Selecting the name of the User will pop up that
  Users information including email address and
  phone number

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I have Submitted or Approved a Request, who else
has to review it?
Each request includes a link (the blue circle
with the white I in it) to an Approval Queue
Pop-up Box
Whats wrong with this one?
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To Ensure Smooth Sailing

• Make sure required Approvers have OMEGA
  permissions

• Adjust grant budgets Prior to requesting
  reimbursements that exceed object code budgets

• Create a routine for reimbursing funds make
  sure reimbursement requests match your
  divisions accounting system records. (Reconcile)

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OMEGA FYI
There are now over 1,100 LEA and State Agency
Users
Every School Division has been reimbursed through
OMEGA
Every School Division and 2 State Agencies have
revised their Budgets through OMEGA
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QUESTIONS????