I Introduction to the Agency Input Pack

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IIntroduction to the Agency
Input Pack

• The purpose of todays training is to introduce
  you to the Agency Input Pack which you will use
  to
• A. Report your programs attendance,
• B. Provide you with a summary of your attendance
  by day and track,
• C. Allow you to choose the appropriate funding
  source according to grant rules.

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What the Agency Input Pack contains

• Data will be gathered in a workbook file called
  the Agency Input Track. This
• is a Microsoft 2007 Excel file with three
  spreadsheet forms.
• A. Quarterly Attendance Roster or QAR. An
  attendance input form
• that is submitted monthly.
  Information is accumulated quarterly, so
  that agencies can act on attendance trends.
• B. The Quarterly Attendance Summary or
  QAS--serves as a guide for administrators
  to prepare for summary funding decision making.
• C. The Funding Form or FF. This is where
  cumulative attendance is matched with
  funding by an agency administrator and is the
  basis for the Beyond the Bell management
  report and invoice generation.

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Why we changing the attendance reporting template
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Overview of the Quarterly Attendance Reporting
Process
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The Attendance Input Package

• How it is different from previous attendance
  keeping template
• Attendance is now totaled quarterly so you will
  be able to make changes and corrections up to 15
  days after the quarter ends.
• Attendance is summarized on a daily basis. This
  allows you to choose which funding source you
  wish to use. You no longer need to tie the same
  students to a particular funding for an entire
  month.
• By sorting student attendance by track, it allows
  you to immediately identify off-track students
  attending your program so you will choose the
  correct funding source.
• By not having a separate master roster and
  separate monthly reporting pages, there should be
  far fewer attendance errors.
• Attendance and funding will be reported from all
  your schools on the same file.

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Quarterly Attendance Report (QAR)Essential
Information
Agency ID /Agency PLoc School Birthdate Student ID Last First Mid GR TR Start
27 BTB 1527 BST MS 1/2/1995 010295M055 Bates Alan Harry 7 C 7/6
27 BTB 1527 BST MS 2/3/1994 020294F017 Hollis Charlotte Ann 8 D 7/9
27 BTB 1527 BST MS 6/6/1996 60696F099 Woodhouse Rosemary Dee 6 B 7/11
27 BTB 1527 BST MS 4/4/1995 040495M043 Thorn Damien Eric 7 C 7/11
27 BTB 1527 BST MS 5/5/1996 050596F012 White Carrie Louise 6 D 7/12
27 BTB 1527 BST MS 7/7/1994 070794F019 Borden Lizzie Mae 8 B 7/9
27 BTB 1527 BST MS 8/8/1995 080895M079 Kruger Frederick Luis 7 C 7/6
27 BTB 1527 BST MS 9/9/1996 090996M104 Calavera Diego Juan 6 B 7/16
27 BTB 1527 BST MS 10/10/1996 101094F102 Smith Dynisha NMN 6 A 7/13
27 BTB 1527 BST MS 11/11/1995 111105M107 Adams Donnie Alan 7 A 7/13
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QAR continued Attendance Recording
7/9 7/10 7/11 7/12 7/13
1 1 1 1 1
1 1   1 1
    1 1  
    1   1
      1 1
1 1 1   1
      1  
         
        1
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RememberWhen using the QAR

• Attendance is reported monthly to Beyond the Bell
• You can only get credit for attendance for
  students with valid ID s.
• Changes and additions to the attendance report
  can be made each month of the quarter.
• Quarter is frozen and cannot be changed on the
  15th day after the quarter ends

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Common Mistakes to avoid
Duplicate IDs
27 BTB 1527 BTS MS 040895M079 Campos Rosa
27 BTB 1527 BTS MS 040895M079 Campos Carlos
Incorrect IDs
27 BTB 1527 BTS MS 999F100595 Lopez Mariela
27 BTB 1527 BTS MS 698M065 Godioy Samual
ID does not match LAUSD Record
27 BTB 1527 BTS MS Number provided is for Jones Thomas
032794M071 Guerrero Daniel
Using Local 4 digit code
27 BTB 1527 BTS MS 2321M Cho Justin
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Entering Extended Days

• For programs with both ASES and 21st CCLC
  funding, it
• is possible for a program to have two activities
  on the
• same day.
• Scenario using this situation
• There is a talent show on a Friday evening.
  ASES funding pays for the regular school day
  program up to 600. 21st CCLC funding can be
  used for those students who attend the talent
  show.
• Heres how you would record the information on
  the
• Quarterly Attendance Roster (QAR)

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At the end of the QAR there are E Days

• Go to end of roster

• Enter attendance for the second activity just as
  you would for a regular day.
• You may want to put the date of the event at the
  bottom of the roster to help you identify which
  event you are recording.
• Total for each E Day will appear on the Quarterly
  Attendance Summary (QAS)

E1 E2 E3 E4 E5 E6
1
1
1

1

• 9/28

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QAS Summary Sheet
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Recording Core and Supplemental on the Quarterly
Attendance Summary (QAS)
Total Attend- ance Track A Track B Track C Track D Core Attend-ance Supple- mental Attendance
9/4/07 43 15 15 1 10 42 1
9/5/07 56 17 14 7 18 49 7
9/6/07 62 23 14 6 19 ? ?
9/7/07 55 10 31 4 20 ? ?
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Quarterly Attendance Summary

• The quarterly attendance summary provides your
  agency with a summary of the daily attendance.
• It breaks it down by track so that your agency
  can identify which students get core funding
  (regular school attendance) or supplemental
  funding (off track students attending, services
  provided during vacation periods, or extended
  days).
• Helps your agency decide how many students it
  should assign to each source of funding.

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Going from the Quarterly Attendance Summary to
The Funding Form (FF)
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Enter Funding Selections on the Funding Form
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As part of the trainings your are attending, each
Agency will be receiving

• CD with the Agency Input Package (AIP)
• AIP Guide with directions
• List of its schools, funding choices, contract
  number and amounts, attendance targets, and
  quarterly attendance targets.

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Once you submit your attendance, the new system
will allow us to generate management reports like
this example
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How the Agency Input Pack Helps both You BTB
Better Service to You Better
Data for Program Evaluation More accurate
records to help you demonstrate compliance for
Categorical Program Monitoring (CPM)
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Practice Exercises
Day Tot Att TRK A TRKB TRKC TRKD CORE SUPP
9/17 105 35 30 0 40 105
9/18 110 30 35 5 40 105 5
9/19 98 33 36 0 32 98
9/20 101 35 39 7 20 94 7
9/21 91 30 31 0 30 91
9/22 70 17 20 17 16 53 17
9/24 94 32 32 0 30 94
9/25 104 35 35 0 34 104
9/26 102 35 39 8 20 94 8
9/27 89 29 30 0 30 89
9/28 99 29 35 0 35 99
9/29 16 5 8 2 1 16
E1 30 10 5 0 15 30
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Funding FormA C-23939-1-A-1547 (ASES Core)
B S-23939-1A-1527 (ASES Supp)C
C-14349-3A-1547 (21st CCLC Core) D
S-14349-3A-1547 (21st CCLC
PLoc School Calendar Agency ID Agency Dates Type Students Funding
1527 BTS MS 4TRK 27 BTB 9/17 105 A or C
 1527 BTS MS 4TRK 27 BTB 9/18 105 A or C
1527 BTS MS 4TRK 27 BTB 9/18 5 B or D
 1527 BTS MS 4TRK 27 BTB 9/19 98 A or C
1527 BTS MS 4TRK 27 BTB 9/20 94 A or C
 1527 BTS MS 4TRK 27 BTB 9/20 7 B or D
1527 BTS MS 4TRK 27 BTB 9/21 91 A or C
 1527 BTS MS 4TRK 27 BTB 9/22 53 C
1527 BTS MS 4TRK 27 BTB 9/22 17 D
 1527 BTS MS 4TRK 27 BTB 9/24 94 A or C
1527 BTS MS 4TRK 27 BTB 9/25 105 A orC
 1527 BTS MS 4TRK 27 BTB 9/26 94 A or C
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Funding FormA C-23939-1-A-1547 (ASES Core)
B S-23939-1A-1527 (ASES Supp)C
C-14349-3A-1547 (21st CCLC Core) D
S-14349-3A-1547 (21st CCLC
PLoc School Calendar Agency ID Agency Dates Type Students Funding
1527 BTS MS 4TRK 27 BTB 9/27 89 A
 1527 BTS MS 4TRK 27 BTB 9/27 E 30 D
1527 BTS MS 4TRK 27 BTB 9/28 99 A or C
 1527 BTS MS 4TRK 27 BTB 9/29 14 C
1527 BTS MS 4TRK 27 BTB 9/29 2 D
 1527 BTS MS 4TRK 27 BTB
1527 BTS MS 4TRK 27 BTB
 1527 BTS MS 4TRK 27 BTB
1527 BTS MS 4TRK 27 BTB
 1527 BTS MS 4TRK 27 BTB
If you have both core and supplemental funding
the same day, if you choose ASES Core, you must
choose ASES SUPP. If you choose , you must
choose 21st CCLC Core, you must choose 21st CCLC
SUPP
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Why does it have to be so complicated?
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School Calendars Funding Sources
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School Calendars Funding Sources
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School Calendars Funding Sources