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Online Management of Education Grant Awards

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Virginia Department of Education's, Web-based, Electronic Grants Administration System ... Each request includes a link (the blue circle with the white I in it) to an ... – PowerPoint PPT presentation

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Title: Online Management of Education Grant Awards


1
Online Management of Education Grant Awards
2006 New Coordinators
2
What is OMEGA?
Virginia Department of Educations, Web-based,
Electronic Grants Administration System
Designed for Online Creation and Approval of
request types.
3
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
4
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
5
The OMEGA Information Site http//www.doe.virg
inia.gov/VDOE/omega/
6
Users Manual is located at
http//www.pen.k12.va.us/VDOE/omega/OMEGA_User_Gui
de.pdf
7
Need Help? Contact OMEGA Support
Or Call 804-371-0993
8
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

9
Permissions - OMEGA user types
  • Viewers views items
  • Originators the input people
  • Approvers the reviewers

10
Permission to Originate (Create, Edit, Submit
Cancel )
  • Reimbursements
  • Budget Changes

User must have established permission for task
11
Permission to Approve (or Deny)
  • Reimbursements
  • Budget Changes

User must have established permission for task
12
The Form OP1
13
How do I get there from here?
14
Navigating to OMEGA
15
Users Log In through DOEs Single Sign-On for Web
Systems (SSWS)
16
The Home Page for Every User
17
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
18
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

19
I want to select a funding source
Hint End Date is last day to Encumber Funds
20
I want to view my grant balances
21
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

22
Spend Down Calendar Report
23
Spending Progress Report
24
Overview of CTE Request Types Budget
Transfer Reimbursement
25
Budget changes are created via selecting Change
my object code budget.
NOTE OMEGA does not allow over-expenditure at
the federal object code level.
26
Enter the change amounts in the Amt. Of Change
Column (must total 0.00). Enter the
justification
27
Scroll down and select the save button.
28
Review the save request for errors. The
Request ID number is the Unique tracking number
for the request.
29
If you have changes, they can be made on this
screen. If you have no changes, select Go to
Submit.
30
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.
31
Once the users task is completed, OMEGA brings
the user back to the OMEGA Home Page.
32
-Designed for Online Decision Making
  • Electronic information replaces paper based
    information
  • Electronic signatures indicate approval

33
Reimbursement requests are created via selecting
Create/Submit a reimbursement.
34
Reimbursement Step 1 Select Award
  • Grant Picker

35
Reimbursement Step 2 Enter the Start and End
Date of the Request
36
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

37
Data Entry
38
The Request is Automatically Summarized
39
The Reimbursement Request can also be viewed at a
detail level
40
After entries are completed Go To Submit
41
Reimburse- ment Step 4 Submit for Approval
42
-Designed for Online Decision Making
  • Electronic information replaces paper based
    information
  • Users Approve or Deny Requests

43
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

44
The To Do List
Originators and Approvers must monitor their To
Do Lists
45
The Pending List
Originators and Approvers can monitor their
Pending Lists
46
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

47
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?
48
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)

49
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
50
QUESTIONS????
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